Reports

A guide to all standard Sharefox reports, including descriptions, key data points, and recommended use cases — helping you choose the right report for your needs.

To find your reports: Go to "Admin" and choose "Reports" from the left side menu.

You will see that some are automatically generated, and some you have to generate yourself. :)

What does each report show you?

Customer Payment Report 💳

What it shows:

A detailed list of individual payments received from customers, along with who paid, how much, when, and for which order.

Key columns include:

• Payment ID & Payment Method – Identifiers and method used (e.g. Stripe, Vipps)
• Received Payments – The actual amount paid
• Payment Initiation Time – When the payment was made
• Order Reference & Order ID – Ties the payment to a specific order
• User Name – The customer who paid
• Total Price for Order & VAT – Useful for comparing total order value vs. amount received
• Transaction ID & Status – Tracking data for the payment provider

When to use it:

• For checking individual payments in a specific time period
• To match payments with orders
• To track down a specific customer’s payment history
• When reconciling transactions with your payment provider (e.g. Stripe)

Watch out for:

• Partial payments will show up as-is — don’t assume it means the full order was paid
• Doesn’t show what was bought — only the financial side
• You might need to combine this with other reports to check unpaid or refunded orders

Customer Sales Report 🧍

What it shows:

A customer-centric view of orders, highlighting how much each customer spent, how they paid, and how much was received. This report shows revenue (sales). Payments received may differ.

Key columns include:

• Order Reference & Order ID – Standard identifiers
• User Name – The customer placing the order
• Order Time – When the order was created
• Total Price for Order & VAT – Full cost breakdown
• Payment Method, Payment ID, Received Payments – Financial details tied to the transaction
• Order Note – Any custom notes added to the order

When to use it:

• When you need to review or report on customer-specific purchases
• For answering “how much did customer X spend last month?”
• Ideal for account managers or customer service teams doing follow-ups

Watch out for:

• Like the payment report, this doesn’t show what products were rented — just the high-level customer + payment view

Order Line Report  📦

What it shows:

A detailed breakdown of each product line item within every order — not just the order itself, but the specific products rented or sold.

Key columns include:

• Order ID & Reference, Timestamp – Ties the item to a specific order
• Product Name, Product ID – What was ordered
• Units, Unit Price, Deposit – Quantity, cost per unit, and any deposit applied
• Rental Period – Start/end dates and times
• Customer Location – Postal code and city

When to use it:

• To analyze which products are being rented/sold and when
• For calculating utilization, popularity, or stock trends
• Ideal for answering “How many of Product X did we rent in April?”

Watch out for:

• This is detailed, so it includes multiple rows per order (one per product line)
• Some columns may be empty if not used (e.g. inventory IDs for bulk products)

Customer List Report 🧑‍🤝‍🧑

What it shows:

This report provides a list of customers, including registered customers and customers with paid orders

Key columns include:

• First name, Last name, email, address
• Active orders yes/no
• Registration date

When to use it:

• When you need a list of customers and their contact details
• When you need to check which customers have active orders
• When reviewing customer records or exporting customer data

Watch out for:

• This report lists customers, not product/order line details
• Use Customer Sales Report for customer spending/order totals
• Use Order Line Report to see which products were rented or sold

Accounting File 📚

What it shows:

A deep-dive report designed to be imported into accounting systems — contains full order, product, pricing, and customer details for a specific time period.

Key columns include:

• Order ID, Reference, Timestamp – Full traceability
• Product Name, ID, Quantity, Price, VAT – Every chargeable line
• Customer Details – Name, company, address, org number
• Rental Dates – Start/end per item
• Location Info – Where the product was booked from

When to use it:

• For monthly accounting exports
• When importing to external systems like Tripletex, Visma, PowerOffice, etc.
• Ideal for auditors, accountants, or payment reconciliation

Watch out for:

• Super detailed — includes all line items and all customer data

Daily Pickup Summary Report 🚚

What it shows:

A calendar-style overview of how many pickups (i.e. order start dates) are scheduled per product, per day for a selected period.

Key columns include:

• Location & Product Name – Where and what
• Summary of Pickups – Total pickups for the product across the date range
• Each Day Column – A separate column for each day showing how many pickups are scheduled

When to use it:

• To plan for daily operations (staffing, prep, logistics)
• For seeing rental traffic patterns and daily volume spikes
• When answering questions like “how busy are we on April 14?”

Watch out for:

• Doesn’t show returns — only pickups (start dates)
• Only includes products with at least one pickup in the date range

Example:

Inventory List 📃

What it shows:

This report displays the full current inventory list at a selected date. It includes active and inactive inventory items for both physical and virtual inventory item types. Retired inventory is not included.

Key columns include:

• Inventory ID, status, units
• Product type, location
• Added date, supplier, cost
• Product name, Product ID, barcode, inventory note

When to use it:

• When you need a full overview of current inventory items
• When you need to check active/inactive inventory
• When you need inventory details such as location, supplier, cost, barcode, or notes
• When reviewing or cleaning up inventory data

Watch out for:

• Retired inventory is not included
• This report shows inventory at the selected date, not order or rental history
• Use the Inventory log if you need to see what changed over time

Inventory Log 📋

What it shows:

A log of inventory status changes for both current and retired inventory items

Key columns include:

• Timestamp, Product name
• Inventory ID, Custom Inventory ID
• Action type, data/field changed, User ID, User name

When to use it:

• When you need to review what changed in inventory and when
• When you need to see who made inventory changes
• When investigating inventory status changes or unexpected updates

Watch out for:

• This report shows inventory changes, not the current inventory overview
• It may include retired inventory items
• Use the Inventory list report if you need the current inventory status