This report breaks down your sales and profitability by the kind of line on your orders — Parts, Labor, Tires, Subcontract, and Fees — so you can see at a glance which categories are making you money and which aren't. You'll see three summary numbers at the top (Total Profit, Total Retail, Total Cost) plus a bar chart of profit by type, and a table with one row per type showing Total Profit, Total Profit %, Total Retail, Total Cost, and Total Discount. Shop owners use it to answer "where am I making margin?" and "are my parts as profitable as my labor?"
Filters
| Filter | Default | What it does |
|---|---|---|
| Order Status | Invoice only | Decides whether Estimates, Repair Orders, and/or Invoices count toward the totals. By default only Invoices are counted. |
| Invoice Date | Off (range preview shows this month, but the filter isn't applied until you choose a period) | Limits to orders invoiced in the period you pick. Important: you need to actually pick a period — just having the month range shown doesn't apply the filter. Think of this as "I want data about completed/closed jobs" — use it when your question is "what did I finish and bill this period?" |
| Fully Paid Date | Off (same as above — must pick a period) | Limits to orders that got fully paid in the period you pick. Think of this as "I want data about money that came in, regardless of which jobs it relates to" — use it when your question is "what cash did I collect this period?" If you turn on both Invoice Date and Fully Paid Date, you'll see only orders that satisfy both conditions (a narrow, restrictive view used mostly for reconciliation). Neither mode is more "correct" — they answer different questions. |
| Paid Status | No selection | Lets you include only Paid, Unpaid, Partially Paid, or Overdue orders. |
| Type | No selection (all five shown) | Lets you hide specific line types if you only care about, say, parts and labor. |
| Archived Status | Both included | By default your archived orders are in the total. Tick "Not Archived" alone to exclude them. |
| Locations (HQ only) | All your shops | Lets you pick specific shops when viewing the HQ roll-up. |
| Categories, Service Writers, Technicians, Inventory Source, Tags, Customer Type, Customers, Vendors, Workflow | No selection | Standard scoping filters — use when you want to narrow to a segment of your business. |
The snapshot shows the total profit, total retail, and total cost based on the filters selected.
| Card | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Total Profit | Your total profit (what you billed minus what you paid for) across Parts, Labor, Tires, and Subcontract combined. | Fees don't contribute (fees aren't a profit-bearing line). Taxes are not part of this number. Order-level discounts aren't included — only per-line discounts. | Quick gut-check on how your shop is doing overall on billable work. | Fees are treated as "pass-through" here, so they never add to profit. |
| Total Retail | Your list-price revenue (pre-discount) across all line types. | This is before any per-line discount you gave. It's not what your customers paid — it's what the parts/labor/tires would have been before the discount was applied. | See what your stated pricing was worth, before discounts. | If you want the "after discount" version, subtract Total Discount from this number. |
| Total Cost | Your total cost of parts and labor on those lines. | Fees contribute $0 (fees don't have a cost concept). Labor cost comes from what you entered on the labor line itself — not from technician timesheets. | Compare against retail and profit to see where your margin is going. | If your Labor cost looks low or zero, it's probably because you didn't enter a cost on the labor records — the report doesn't pull from clocked time. |
View the total profit for each line item type based on the filters selected.
View sales and profitability data grouped by line item type.
| Column | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Total Profit | Profit for that line type specifically. | Fees show "–" (no profit concept). Order-level discounts not included. | Compare profit across Parts vs Labor vs Tires. | Subcontract uses a different cost field (the subcontract's own cost), so it may not follow the same retail-minus-cost intuition as parts. |
| Total Profit % | Profit as a percent of what that type billed after discount. | Fees show "–". Shows 0% if the type had $0 of billable subtotal (to avoid divide-by-zero). | Benchmark type vs type, and period vs period. | — |
| Total Retail | Pre-discount retail for that type. | Taxes, order-level discounts not included. | Understand the "sticker" revenue for each type. | For Labor this is hours × rate × multiplier pre-discount. For parts/tires it's list price × quantity pre-discount. |
| Total Cost | Cost for that type. | Fees show "–". Labor cost comes from the labor line, not timesheets. | See where cost eats into margin. | — |
| Total Discount | Total per-line discounts applied to that type. | Order-level discounts not included. Fees show "–". | Spot whether you're discounting one category more than others. | — |
Select a line item type from the table to view the associated Line Item Detail report.
Common Questions
Q: Why is my Total Retail higher than what I actually billed my customers? A: Total Retail is pre-discount. It shows your sticker prices before any per-line discount was applied. To estimate what was actually billed for those lines, subtract Total Discount. (Taxes and any order-level adjustments are still not included.)
Q: Why doesn't "Retail − Discount − Cost" equal "Profit"? A: The report computes profit per line using your post-discount subtotal, then adds those up. Total Retail, on the other hand, shows pre-discount list prices. The two starting points are different, so simple column math won't tie out. The per-line logic is "subtotal after discount minus cost = profit," not "retail minus discount minus cost."
Q: Why is my Labor cost $0 even though my techs worked all week? A: This report uses the cost entered on each Labor line on your orders — not what your technicians clocked on their timesheets. If you don't enter a labor cost on the labor lines themselves, the report has nothing to sum, so it shows $0. If you want labor cost tied to clock-in/clock-out, look at the Time Log or Technician reports instead.
Q: Why does my Fees row show dashes for Profit, Profit %, Cost, and Discount? A: Fees are pass-through items — they don't have a cost or profit concept built into them. The Total Retail column does show you the sum of your fee amounts.
Q: Why don't these numbers match my Sales Summary? A: Three main reasons. First, Sales Summary is computed per order; this report is computed per line. Second, Sales Summary includes tax in its invoiced totals; this report is entirely pre-tax. Third, some order-level adjustments (like a whole-order discount) show up on Sales Summary but not here, since this report only sees discounts applied at the individual line level.
Q: Why is my total for "this month" so much higher than expected? A: Most likely the date filter isn't actually applied. Even though the filter shows a "this month" range, the report doesn't filter by date until you pick a date period from the dropdown. Open the filter drawer, pick "This month" (or whatever period you want) under Invoice Date or Fully Paid Date, and the total will narrow down.
Q: Why are archived orders in my total? A: The default shows both archived and non-archived. If you only want active orders, tick "Not Archived" alone under Archived Status.
Tips for Getting the Most Out of This Report
- Always pick a date period. The filter UI can be misleading — it shows a month range preview, but the date filter isn't actually applied until you pick a period from the dropdown. Make it a habit to set Invoice Date to "This month" or "Last month" before reading the numbers.
- Use it to spot the leader and the laggard. The chart at the top sorts by profit — a quick visual tells you whether parts, labor, or tires is your biggest profit driver this period. Track that month over month to see if your mix is shifting.
- Check Total Profit % column-by-column, not card-by-card. The percent column is the most honest apples-to-apples comparison across types, because it controls for volume. A 40% profit on Labor and a 15% profit on Parts might mean your parts pricing has room to grow.
- Drill in for detail. Clicking any row takes you to a line-by-line view filtered to that type — useful when one row looks off and you need to find the individual lines driving it.
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