The Order Profitability report gives you one row per order so you can see exactly how much money each job made, and where the margin came from. Each row breaks out Total Profit, Total Profit Percentage, Total Retail, Total Cost, Total Fees, Total Discount, Order Total, and Effective Labor Rate, plus per-category numbers for parts, tires, labor, and subcontracts. The table has sortable columns, a filter panel on the right, an Excel export, and a footer row that totals every column for the orders you're currently looking at — so you can either pick apart a single job or roll up margin across a whole date range.
Filters
Select Filters to choose which data is displayed.
| Filter | Default | What it does |
|---|---|---|
| Countries | Your shop's country | On the HQ view only — controls which countries' shops appear in the Locations filter. |
| Locations | All the shops you can see | On the HQ view only — pick which shops to include. Leave everything selected to see all of them. |
| Order Status | All statuses included (Estimates, Repair Orders, and Invoices) | Narrow to a specific status. If you want "sales", check Invoice. If you leave this blank, Estimates will be part of your totals. |
| Invoiced Date | Off until you pick a range | Show only orders that were invoiced in the date range you pick. Think of this as "which jobs did we finish and bill this period?" |
| Paid Status | All statuses included (Paid, Unpaid, Partially Paid) | Limit to orders with a specific paid status. |
| Fully Paid Date | Off until you pick a range | Show only orders that were fully paid in the date range you pick. Think of this as "which jobs got paid off this period, regardless of when they were invoiced?" Orders that haven't been fully paid yet don't have a Fully Paid Date, so they are excluded when this filter is active. |
| Archived Status | Both archived and non-archived orders appear | Pick Archived or Not Archived to narrow the list. By default, archived orders DO show up — choose "Not Archived" if you don't want them. |
| Customers | All customers | Limit to one or more customers or fleets. |
| Service Writers | All service writers | Limit to orders assigned to specific service writers. |
| Technicians | All technicians | Limit to orders where specific technicians did any of the work. |
| Workflow | All workflow statuses | Limit to orders in specific workflow statuses. |
Understanding Date Filters
- Invoiced Date: "I want data about completed/closed jobs" — use when the question is "what did we finish and bill this period?"
- Fully Paid Date: "I want data about money that came in, regardless of which jobs it relates to" — use when the question is "what cash did we collect this period?"
- Both date filters active at once: intersection — orders must satisfy both conditions. This is a narrow, restrictive view for reconciliation; most routine reporting uses one date mode only.
Neither filter is more "correct" — they answer different questions.
Understanding Each Number
| Card | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Total Profit | The profit on the order — what you kept after subtracting your costs for parts, tires, labor, and subcontracts from the retail amount. | Fees and taxes are tracked separately. | Spotting your best (and worst) jobs at a glance. | Captured when the order is saved or invoiced. If you edit an order and don't save, the profit value may be out of date until the next save. |
| Total Profit Percentage | The profit margin on the order as a percentage of retail. | — | Quickly seeing which jobs earned strong margins vs thin ones. | The percentage in the footer is weighted — it's your overall profit divided by your overall retail, not an average of the column. A few big jobs can tilt it. |
| Total Retail | The retail amount you charged for parts, tires, labor, and subcontracts combined. | Fees and taxes aren't included. | Comparing how much you billed in services vs how much you kept. | — |
| Total Cost | Your wholesale cost for everything on the order (parts, tires, labor, subcontracts). | Fees and taxes aren't costs. | Seeing where your cost base sits. | — |
| Total Fees | The fees you charged on the order (for example, shop supplies or EPA). | — | Seeing how fees contribute to the grand total. | Fees are separate from the Retail and Cost columns. |
| Total Discount | All the discounts applied to the order. | — | Seeing how much you gave away. | Includes both line-item discounts and whole-service/job discounts. |
| Order Total | The grand total you actually billed, including taxes and fees. | — | Reconciling against what you charged the customer. | This is the post-tax amount and won't match Retail + Fees − Discount in most cases. |
| Effective Labor Rate | Your real labor rate on the order — labor retail divided by the hours of labor you actually billed. | Labor time on unauthorized, hidden, or not-recommended services isn't counted. | Seeing whether you're hitting your target labor rate in practice. | If the number looks way too high, it usually means most of the labor on the order was on services that weren't authorized or visible — so the hours aren't counted even though the retail is. |
| Parts Profit / Retail / Cost | Profit, retail, and cost for parts on the order. | — | Checking parts margin specifically. | — |
| Tires Profit / Retail / Cost | Profit, retail, and cost for tires on the order. | — | Checking tires margin specifically. | — |
| Labor Profit / Retail / Cost | Profit, retail, and cost for labor on the order. | — | Checking labor margin specifically. | — |
| Subcontract Profit / Retail | Profit and retail for subcontracted work on the order. | Subcontract cost is available in the Excel export footer but isn't shown as a column in the table. | Checking subcontract margin. | — |
Common Questions
Q: Why is Total Retail less than Order Total? A: Total Retail is what you charged for parts, tires, labor, and subcontracts. Order Total is the grand total the customer was billed, which also includes fees and taxes. That's why Order Total is usually higher.
Q: Why doesn't Total Retail + Total Fees − Total Discount equal Order Total? A: Because Order Total also includes tax. Tax isn't shown as its own column here, so the math won't line up exactly.
Q: Why is my Effective Labor Rate so high on one order? A: The Effective Labor Rate only counts hours from labor that was authorized and visible on the order. If most of the labor on that order was on services that weren't authorized, or were hidden or flagged as "not recommended", those hours don't count in the denominator — so the rate looks inflated. Open the order and check how many services are in the Authorized state.
Q: The profit on this specific order looks wrong — how do I fix it? A: Open the order and save it again. Profit values are calculated and stored when an order is saved or invoiced, so if you edited the order without saving, the report may still be showing the older numbers. Saving refreshes them.
Q: Why doesn't Order Profitability match my Sales Summary? A: Sales Summary's "Gross Sales" usually includes fees; Order Profitability's Total Retail does not. And some of your reports might be filtered to only invoiced orders, while Order Profitability (by default) includes estimates, repair orders, AND invoices. Line up the Order Status filter on both reports, and compare Order Total (which includes tax and fees) if you want a side-by-side billable total.
Q: Why are archived orders showing up? A: By default, this report includes both archived and non-archived orders. Use the Archived Status filter and pick "Not Archived" to hide archived orders.
Q: Why does an invoiced order show up on Invoiced Date but not on Fully Paid Date for the same range? A: Because the order hasn't been fully paid yet. An order is only included by Fully Paid Date once its final payment has been recorded.
Tips for Getting the Most Out of This Report
- Start with the footer, not the rows. Totals at the bottom give you the big-picture margin for whatever filters you've applied. Then drill into individual orders when something surprises you.
- Use Order Status = Invoice for financial numbers. The default shows Estimates, Repair Orders, and Invoices together, which inflates your retail. Filter to Invoice when you want an accurate picture of billed work.
- Use Effective Labor Rate to catch pricing drift. If your posted labor rate is $150/hour but your Effective Labor Rate keeps coming in at $120, you're giving away time somewhere — usually in service-level discounts, unbilled hours, or services that got unauthorized partway through.
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