Understanding Your
Reports
Learn how to access, interpret, and use Upbuoy's reporting features to gain valuable insights into your business's financial performance, operational efficiency, and chemical usage.
Duration
30 minutes
Category
Settings & Administration
Part 1: The "Why": Data-Driven Decision Making
You've been diligently entering data with every customer you add, every stop you complete, and every invoice you send. The Reports section is where all that data comes together to tell you the story of your business.
Good reporting is not just about looking at past performance; it's about making smarter decisions for the future. With Upbuoy's reports, you can answer critical business questions like:
Which of my services are the most profitable?
Are my chemical costs rising?
Which technician is the most efficient?
Who are my customers with overdue balances?
The Reports Directory is your central hub for accessing all of these insights.
Part 2: Your Essential Reports
Let's explore the core reports available in Upbuoy and what they can tell you.
💰 The AR Aging Report
This is your primary financial health report.
📊 What it shows
A detailed breakdown of your accounts receivable.
🔑 Key Features
Summary Cards:
See your total invoiced amount, total paid, total outstanding, and total overdue at a glance.
AR Aging Table:
This is the most important part. It groups your outstanding invoices into time buckets (e.g., Current, 1-30 Days Overdue, 31-60 Days Overdue, etc.).
Customer-Level Aging:
See exactly which customers have outstanding balances and how old their debts are.
💡 How to use it
Manage Cash Flow:
Use the AR Aging table to prioritize your collection efforts. Start by calling customers in the "31-60 Days" bucket.
Identify Problematic Accounts:
If a customer is consistently in the "60+" bucket, you may need to pause their service until their balance is paid.
📋 The Service History Report
This is your complete, searchable log of every service visit your company has ever performed.
📊 What it shows
A master list of all completed, skipped, and pending service stops.
🔑 Key Features
Powerful Filters:
You can filter the list by date range, customer, and technician.
Detailed Information:
Each row shows the date, customer, location, service type, technician, and status.
💡 How to use it
Resolve Disputes:
A customer claims you didn't service their pool last Tuesday? Filter by their name and the date to instantly pull up the time-stamped service record, complete with photos and chemical readings.
Technician Performance:
Filter by a specific technician to review their service history for quality control and training purposes.
👷 The Labor Report
This report helps you understand your biggest expense: labor.
📊 What it shows
A summary of all work performed by your technicians over a specific period.
🔑 Key Features
Summary View:
See a high-level breakdown of total labor costs for route stops vs. one-time work orders.
Technician Summary:
A table shows each technician, the number of stops and work orders they completed, and their total calculated labor cost.
Detailed View:
Drill down to see a line-by-line list of every single job a specific technician performed.
💡 How to use it
Payroll:
Use this report to easily calculate payroll for your technicians, especially if you pay them per stop.
Efficiency Analysis:
Compare the number of stops completed vs. labor cost for different technicians to identify who is most efficient.
🧪 The Chemical Usage Report
This report helps you track your second-biggest expense: chemicals.
📊 What it shows
A detailed log of every chemical dosage recorded by your technicians.
🔑 Key Features
Flexible Views:
You can group the data By Customer, By Technician, or By Chemical Type.
Cost and Pricing:
The report shows your Cost (what you paid), the Price (what you charged), and calculates the Profit Margin for each dosage and in total.
💡 How to use it
Inventory Management:
Use the "By Chemical Type" view to see which chemicals you're using most frequently and plan your ordering.
Profitability Analysis:
Identify which chemicals are your most profitable. Are you charging enough for muriatic acid? This report will tell you.
Customer-Level Costing:
Use the "By Customer" view to see if certain pools are consistently requiring more chemicals than average, which might indicate a leak or other issue, or that their service price needs to be adjusted.
Part 3: Exporting Your Data
Every report in Upbuoy can be exported for use in other programs.
📤 Basic Export Process
Click the "Export" Button
On any report page, you'll find an export button.
Choose Your Format
You can typically export your data as a .csv or .xlsx (Excel) file.
Use in Other Software
Import your financial reports directly into accounting software like QuickBooks.
Open your data in Microsoft Excel or Google Sheets to create custom charts and perform deeper analysis.
💡 Pro Tip: The Settings > Export Data page (/settings/export) provides a central place for all major data exports.
Key Takeaways
Reports turn your daily operational data into actionable business intelligence.
Regularly review your AR Aging Report to stay on top of cash flow.
Use the Labor and Chemical Usage reports to analyze and control your two biggest variable costs.
The Service History Report is your ultimate audit trail and tool for resolving customer disputes.
Don't be afraid to export your data for custom analysis or use in other accounting software.
Final Words & Next Steps
Congratulations! You have completed the Upbuoy Training Program.
You now have the knowledge and skills to manage every aspect of your pool service business using Upbuoy, from adding your first customer to analyzing your profitability.
What's next?
Explore
Spend time in each section of the app. The more you use it, the more natural it will become.
Customize
Go back through the Settings and fine-tune every option to perfectly match your business processes.
Grow
Use the insights from your reports and the efficiency gains from the software to take on new customers and grow your business with confidence.
Welcome to the future of pool service management.
Welcome to Upbuoy.
Ready to start using Upbuoy?
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