Reports

Reports summarise invoice or bank transaction data by category over any period. You can build a custom P&L, a cash-flow summary or any other view that makes sense for a client, break it down by one of your own category lists, and drill into the numbers down to individual documents.

Opening Reports

In the workspace sidebar, click Reports. You see the reports of this workspace as cards, each with its name, its type (Invoice or Cash) and when it was last updated, and a search box to find one. Click a card to open the report. If you can manage reports, hovering over a card shows Edit name and Delete; deleting a report also deletes its lines and cannot be undone.

Report types

Choose Invoice for a P&L-style view and Cash for a cash-flow view. The two types use separate category sets. See Categorising Invoices and Bank Transactions for how categories are set up.

Where the numbers come from

• Invoice reports add up the categorised line items of invoices whose extraction has finished, dated by the invoice's issue date. The amount is the line's net amount plus any VAT that cannot be deducted, in the workspace's base currency. Income counts as plus and expenses as minus. Invoices marked Duplicate or Rejected are left out, as they are in the invoice list.
• Cash reports add up the bank transactions' amounts in the base currency, dated by the booking date. Money coming in counts as plus and money going out as minus, so a line that holds both shows the net movement.

Items without a base-currency amount yet, such as an invoice still waiting for its exchange rate, are left out until the rate arrives.

The report page

1. The period.
2. Break down by one of your custom category lists.
3. A reporting line: the total of its categories.
4. A calculated line, marked Σ.
5. Edit report.

Choosing the period

A report opens on the current year. Use the date control at the left of the toolbar to change it: pick a shortcut such as This month, Last month, Year to date, Last 30 days or All time (every period, with no start or end date), pick a month, a quarter or a year on the Month, Quarter or Year tab, or set an exact range on Custom and click Apply range. The report runs again as soon as you choose. The period travels in the page address, so a link you send to a colleague opens on the same period; the breakdown, filters and search do not travel with it.

Reading the results

Each row is a reporting line, a named line of the report:

• Reporting lines (indented) show the total of one or more categories over the period.
• Calculated lines (marked Σ, in semibold) combine other lines with a formula, for example Gross profit = Revenue + Cost of sales.

Negative amounts are shown in red.

Breaking Down by a Custom Category List

A report can be split into columns by one of your own category lists, so a single P&L also answers "and how does this divide across cost centres?".

Use Break down by in the toolbar and pick a list. Only lists that fit the report are offered: an Invoice report offers lists that apply to invoices, a Cash report lists that apply to bank transactions. When the workspace has no fitting list, the control is not shown. See Custom Categories for how to create one.

Every reporting line then shows one column per category with activity in the period, plus two more:

• Unassigned collects everything in the period that carries no category from that list. It is the honest remainder, not an error.
• Other (n) appears when more than twelve categories have activity. The report keeps the twelve largest and folds the rest into this one column, with n telling you how many were folded, so the columns still add up to the Total on every line.

Lines with × or ÷ in their formula show only a total in a breakdown.

A strip under the table shows how much of the period carries a value on this list, for example 62% assigned, with the unassigned amount beside it. Low coverage on a new list is normal. It rises as the AI works through incoming items, and Apply to existing items on the Master data → Custom Categories page covers the past.

Two things to know while a breakdown is on:

• Clicking a row does not open the detail panel. Drill-down works on the plain report; remove the breakdown to drill into a number.
• Each column header has an "only this" link (except Other). It narrows the whole report to that single category and removes the breakdown, which is what you want when you look at one cost centre on its own.

Filtering

Filter in the toolbar restricts the report to items carrying a particular category, one value per list. Pick a value and the report runs again; the choice appears as a chip next to the button, and the button shows how many filters are active. Remove one with the × on its chip, or choose All in the menu.

Filters and a breakdown work together: break down by cost centre while filtered to a single business line, and you get that line's cost-centre split. Filters on different lists narrow each other, so adding a second filter always shows less, never more.

The list you are breaking down by is not in the filter menu, and the menu says so. Use only this on its column header instead. If there is nothing left to filter on, the button does not appear.

Showing another currency

Display currency, above the table on the right, converts the whole report for reading. Choose a currency, or the default (the base currency, or the workspace's display currency if one is set under Settings → Currency & FX). The conversion uses one ECB rate for the end of the period, or today's rate for a period that has not ended yet and for All time, and the rate and its date are shown next to the selector. The choice is saved on the report for everyone who opens it.

Ratio lines and the drill-down panel stay in the base currency, because a ratio has no currency and the detail should match the documents. If no rate is available, the report says so and stays in the base currency.

Drilling down

Click a row to open a detail panel over the right edge of the page. The report underneath keeps its full width:

1. Categories: the categories behind the line, with their totals and item counts. Click one to expand it.
2. Items: the invoice lines or bank transactions inside each category, newest first, with the date, partner, reference or invoice number and amount. On an Invoice report, PDF shows the original document and → opens the invoice in a new tab.

For a calculated line, the panel shows the formula and the lines it is made of. Click the row again, the × in the panel or press Esc to close it; changing the period also closes it. Active filters apply to the panel too.

Searching

Search lines… in the toolbar narrows the table to reporting lines whose name or one of whose categories matches; a name match is shown in bold. Once a detail panel is open, the search also filters its items by partner, invoice number, reference and description, and highlights the matches in yellow. A supplier name matches no line name, so the table shows no lines while the open panel still filters.

Creating a report

Click + New Report, enter a name, choose the type and click Create Report. The report starts with no lines; use Edit report to build it.

Editing a report

Click Edit report in the toolbar. The editor has two panels.

Left: the lines.

• Add reporting line adds a line that adds up categories; Add calculated line adds one with a formula. New lines appear at the bottom.
• Click a line's name to rename it; it saves when you click away.
• Drag the handle (≡) to reorder, and use the bin icon to delete a line. Deleting a line that a formula uses shows a warning first.

Right: the categories of the selected line. Click a reporting line's Categories button (it shows how many it has) to select it. The right panel says how many categories belong to the line and, in amber, how many categories are on no line of this report. Those are left out of the report.

Click Choose categories to open the picker, titled Categories: and the line's name. It is a table with one row per category:

• Code, Category and Direction describe the category.
• Status is On this line, On another line or Nowhere. Amber Nowhere marks a category that no line of the report uses.
• On other lines names the other line that holds it, or says how many there are, for example On 2 lines.

The ticked rows are the categories this line adds up; when the picker opens, the line's current categories are already ticked. It works like a spreadsheet: arrow keys move, Shift and an arrow select several rows, and Space ticks or unticks them. Start typing to search: the matches are highlighted and the other rows stay where they are. Digits match the start of a code, so 52 finds every code beginning with 52. Codes copied from Excel can be pasted, and they are ticked. The Status and Code headers filter and sort, and the code filter works by account group. Shortcuts (or ?) lists every key; see also Working in the Spreadsheet Interface.

A category may sit on several lines, so On another line is only information: tick it and it counts on this line too. To empty a line, untick everything. Click Save to store the line's categories, or Cancel to leave them as they were; Esc or a click outside the picker does not close it.

Formulas. Click a calculated line's Formula button to open its formula under the row. + Add operand adds a reporting line, and you set the operator between two operands: +, −, × or ÷. A formula can only use reporting lines, each once, and it is worked out strictly from left to right; a division by zero leaves the line blank.

Remember the signs on an Invoice report: expenses are already negative, so profit is Revenue + Cost of sales, not minus.

Changes to the lines and formulas are saved as you make them, and a line's categories when you click Save in the picker. There is no undo once a change is saved. Click Done editing when you are finished, and the report runs with the new structure.

Who can do what

Seeing reports needs the permission "View invoices and bank transactions". Creating, renaming, deleting and editing reports, and setting the display currency, need "Manage reports", which the accountant admin and the accountant hold by default. Without "Manage reports" those controls are not shown: you can open, read and drill into reports, but + New Report, Edit name, Delete, Edit report and Display currency do not appear. See Roles and Permissions. AI assistants connected to the workspace can list and run reports too; see AI Assistants (MCP).

Tips

• Start with categories. A reporting line is only as useful as the categories behind it. See Categorising Invoices and Bank Transactions.
• Build totals from reporting lines. A calculated line cannot use another calculated line, so a final result adds up the reporting lines themselves, for example Result = Revenue + Cost of sales + Operating costs.
• Read the coverage strip before trusting a breakdown. A split across cost centres means something different at 90% assigned than at 20%.
• The period does not change the structure. Change the dates freely to compare periods; the lines stay as they are.