Sales reports

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Use Ontraport’s spreadsheet-like reporting tool, sales reports, to dig deeply into your data.

In this lesson you'll learn:

How to use the six reports in your account to get the specific sales information you need
How to see your open orders, subscription sales, how much you’ve collected in shipping and taxes, and more
How to customize these reports so they’re most helpful to you

Return to: Sales and automation reporting

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Transcript

The Dashboard gives you the big picture, like your sales over time. When you need the line-by-line detail, you use Sales reports. They help you spot what's working, fix what isn't, and project what's coming. Here's what each one shows and how to get answers out of it. First, a quick refresher on the records behind these reports. Invoices and payments replace what we used to call transactions. An invoice is a request for payment, and a payment is money you received. A purchase is each product a customer bought. And an open order is a future charge, from a subscription, a payment plan or a trial. To open them, hover over Sales and click Reports. There are nine. Every report works the same way. To focus on just the rows you care about, click New group, name it, and pick a field, a condition and a value. Add more values to widen the group, or add more conditions to narrow it. For example, in the Sales report, you could group the products where Refunded is greater than zero. Choose who can see and edit the group, then click Save. Groups update on their own as your data changes. You can also add filters and sort by any column. To take the data elsewhere, select the rows you want and click Export in the actions menu. Ontraport emails the CSV to the address you choose. Transaction Logs show each payment record on its own row, tied to a contact. Use them to audit your history or look into a disputed charge. Select a row to refund or void it, re-run it, re-run partner commissions, resend the invoice, or email the contact. Product Sales Logs show individual sales, with purchase and contact fields next to the payment details. They're good for reconciling payments and tracking down failed charges. Open Orders is your view of future recurring revenue: upcoming subscription payments, remaining payment plan installments, and free trials about to convert. Group by Overdue Payment Amount to find late payers, or by Payments Remaining equals one to see plans about to finish. To edit or delete an open order, open the contact and go to the Purchases tab. The Sales report shows how every product performs. For each one, you see how many payments were attempted, paid, declined, refunded and voided, so you see the revenue you lost as well as the revenue you earned. Subscription Sales does the same for your subscriptions and payment plans only, with one row per product. It shows net value, refunds, cancellations, new buyers and payment failures, so you can check the health of your recurring revenue. Subscriber Retention shows the long-term value of each subscription product: Average Days Subscribed, Average Customer Value, and new open orders compared with current ones. Customer Value looks at each customer instead, across everything they've bought, with their All Time Total, Last Month Total and Current Open Order Total. Sort by Current Open Order Total to see who's committed to the most future revenue. Last, two reports for your books. Shipping Collected breaks down your shipping totals, taxes and payment status, so you can check that your shipping rates cover your costs. Taxes Collected lists every taxable sale, including tax refunds and declines. Group by Tax Name to total what you owe each tax authority. You can also build groups in the Invoices and Payments collections, like unpaid invoices or refunded payments. And if you want a sales number these reports don't show, set up a custom metric on your Metrics Dashboard. So: hover over Sales, click Reports, and use groups, sorting and export to answer your sales questions line by line. That wraps up the Reporting in Ontraport course. Next up: the Ontraport for no-code web apps course.