Custom Reports

The built-in reports cover most needs, but if you have a specific question — "How many HVAC jobs in Sacramento with margin > 30% in Q1?" — the Custom Report Builder lets you slice your data any way you want.

What you can build

Any combination of:

Data source — jobs, customers, quotes, invoices, payments, expenses, time, forms
Filters — date range, status, source, tag, custom field, value range, etc.
Group by — month, customer, tech, service type, location, lead source
Metrics — count, sum, average, median, max, min
Sort by any column
Visualize — table, bar chart, line chart, pie chart

Creating a custom report

Reports → Custom Reports → + New Report
Pick the data source (e.g. Jobs)
Add filters (e.g. status = paid, in 2025, service = HVAC)
Pick group by (e.g. month)
Pick metrics (e.g. sum of revenue, count of jobs)
Choose chart type
Save with a name

The report runs and you see the result instantly. Tweak filters; the result updates live.

Saving and sharing

Saved reports appear in your Reports → Custom list. From there:

Pin to your dashboard for quick access
Schedule to email yourself (or others) on a cadence (daily, weekly, monthly)
Share with team — make it visible to other users
Export — CSV or PDF

Examples

"Top 10 customers by revenue this year"

Source: Invoices
Filter: year = 2025, paid
Group: customer
Metric: sum(amount)
Sort: descending
Limit: 10

"Quote conversion rate by service type"

Source: Quotes
Group: service_category
Metrics: count, count where status=accepted, win_rate (calculated)

"Hours per tech per week"

Source: Time entries
Filter: last 12 weeks
Group: tech, week
Metric: sum(hours)
Chart: stacked bar

"Revenue by zip code"

Source: Invoices
Filter: paid, last 12 months
Group: customer.zip
Metric: sum(amount)

Helpful for understanding your service area.

"Margin per service category"

Source: Jobs (with profit data)
Filter: completed, last quarter
Group: service_category
Metrics: sum(revenue), sum(cost), margin %

Scheduled emails

For reports you want to see without logging in:

"Weekly team sales" — every Monday morning, top sales last week
"Monthly P&L" — first of each month
"Daily new leads" — every morning

Set up in the report's Schedule menu. Recipients can include team members or external (e.g. your accountant).

Permissions

Custom reports respect role permissions:

An accountant role can see financial reports but not customer-level details
A tech can see reports about their own work, not others'

Set per-report permissions in the report settings.

Calculated fields

For more advanced reports, define calculated fields:

"Margin % = (revenue - cost) / revenue"
"Win rate = count where won / count where total"
"Days to close = signed_at - created_at"

Available on the Pro+ tier in the report builder's Advanced section.

Drilling in

Click any number / bar / pie slice to see the underlying records. From there, click any record to see its full detail. Source-of-truth always traceable.

FAQ

How many custom reports can I create? No limit. Most users have 5-15 of their favorites pinned.

Can I run reports across multi-location? Yes — Business tier custom reports can filter or group by location.

Can the report be embedded on my website? Limited — for true embedding you'd use the API. But you can share a public link to a snapshot (e.g. a "transparency dashboard" if that fits your business).

What if my report is slow? Most reports return in under 5 seconds. If yours is slow, the date range is likely too wide — narrow it. For very heavy queries, the report runs async and emails you when ready.

Can I import my custom report definition to another HandyBook account? Yes — export as a JSON definition, import into another account. Useful for franchise / multi-org consultants.