Building a report

A report answers a question about your business: how much revenue came in each month, which invoices are overdue, how work is spread across your team. You pick a data source, choose how to slice it, and the preview on the left redraws with your live data as you go. Save it once and it reruns on current data every time you open it.

1. Go to Reports in the sidebar.
2. Click Start blank to open an empty builder. To begin from a ready-made report instead, see Report presets.

A blank report starts with nothing selected. The preview asks you to pick a data source, and the rest of the settings appear once you do.

All settings live in the panel on the right. Work down it from top to bottom.

1. Pick a Visualization: Single metric shows one figure, like total revenue this month. Table lists grouped totals, or raw records when nothing is grouped, except for rate metrics, which always show totals. Bar, Column, Area, Pie, Radar, and Radial draw grouped data. Your choice decides which settings appear below it.
2. Under Data source, pick what you are reporting on: Clients, Projects, Tasks, Quotes, Invoices, Payments, Quote Line Items, Invoice Line Items, or Activities.
3. Set the Date range. Choose a ready-made range (Today through Last Year, or All Time) or pick Custom Range to set exact dates. When the source has more than one date, a Date field picker chooses which one the range applies to, like an invoice's issued date versus its paid date.
4. Use Compare to measure the range against a second one: Previous period, Previous year, or a Custom range you pick. A comparison needs both a start and an end date, so All Time greys the control out, and Pie, Radar, and Radial charts do not offer it. A chart can draw only one second series, so turning on Compare clears Segment by, and picking a segment clears Compare.
5. Add Filters to narrow the data. Each filter is a row: a field, a condition, and a value. The And/Or chip between rows switches how they combine, and fields from linked records work too, so line items can filter by Quote › Status. Date fields filter with is before, is after, and is on. For rules in separate groups, open Advanced filter: a panel opens beside the settings where you build groups of rules and drag filters between them.
6. The Metric section sets what the report counts and what each row stands for. Start at the top with what to measure. The target can be the count of records, a number field, or a named rate like Conversion rate. Number fields get an aggregation dropdown next to the target: Sum, Average, Min, or Max. To total one record type against another, report on those records themselves and group them by the linked record, so invoices summed by Client gives you total invoiced per client.
7. Under the metric, the per row decides what each bar, slice, or row represents, so the panel reads "Count of records per Status". The picker lists the source's own fields first, and entries like Quote › step into a linked record, so line items can group by their quote's project or client. Typing in the search box finds fields anywhere in the chain. Date groupings offer Day, Week, and Month buckets, and groupings with a fixed set of values can Include empty values to show zero-count groups.
8. On a Table, a Columns picker sits at the bottom of the Metric section and chooses the fields each record row shows. A table shows grouped totals or raw records, never both, so picking columns sets per to None (raw rows), and picking a grouping clears the columns.
9. On bar and column charts, Segment by splits each bar into stacked segments by a second field, like status within each month.
10. Fine-tune a chart under Chart options: cap how many groups show (Series limit), change the ordering (Sort), label the axes, and draw a Target line at a value you set.

The bar under the preview keeps the numbers behind the picture. Calculated values expands to show the total, the group count, what the report measures, and for charts the full data table. With a comparison set, every figure gets its earlier value alongside it. A single metric shows the change under the headline number, tables and Calculated values add Previous and Change columns, and bar, column, and area charts draw the comparison as a second muted series. View contributing data opens a panel listing the records those numbers come from, and each row links to the record itself. Click a chart bar or slice, or a row in Calculated values, to narrow the panel to that group. The same bar appears on saved reports, where it also has Download CSV to save exactly what is on screen as a spreadsheet file, and the panel gets its own Download CSV there too.

1. Name the report in the field at the top of the builder, and add a description if it helps. An Unsaved changes marker appears next to Save while there is something to keep.
2. Click Save report.

Saved reports live in the Your reports list on the Reports page, with their type and when they were last updated. Click one to open it. From an open report, Edit reopens the builder and Duplicate makes a copy you can change without touching the original. To delete a report, hover its row in the list and click the trash icon; OneTool asks you to confirm first.