What This Report Shows
This report is a list of every order you have open including estimates that a customer hasn't approved yet and Repair Orders that are in progress. Anything that has been invoiced is not on this report.
You can see each order's customer, vehicle, service writer, workflow status, and all the money on the order (labor, parts, tires, taxes, discounts, total, amount paid, and balance due), with sums of each money column at the bottom of the table. It's designed for service writers and shop managers who want to review what's currently on the board — work to follow up on and work to finish.
Filters
| Filter | Default | What it does |
|---|---|---|
| Countries (HQ only) | your current country | Narrows the list of locations you can pick from |
| Locations (HQ only) | all locations in the selected country | Limits the report to specific shops |
| Created Date | last month (the previous full calendar month) | Shows orders whose Created Date falls in the range. Note: this is the only date filter, so the default on April 21 is all of March — if you want April, change it. This filter does NOT apply to Completed Date or Last Payment Posted; it applies only to the order's Created Date. |
| Archived Status | both (nothing checked) | Limits the report to archived or non-archived orders. Small catch: checking both boxes gives you the same result as checking neither — to see ONLY archived orders, check only the "Archived" box. |
| Customer Type | both | Limits to Customer or Fleet orders. Same behavior: checking both is the same as checking neither. Pick one to apply. |
| Customers | all | Limits to orders for the customers you pick |
| Order Tags | none | Limits to orders that have any of the tags you pick |
| Service Writers | all | Limits to orders assigned to the service writers you pick. Includes an "Unassigned" option. |
| Workflow (Shop only) | all | Limits to orders in the workflow statuses you pick |
Understanding Each Number
| Column | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Created Date | The day the order was created in your shop | — | Reviewing quotes by when they came in | This is the date the Created Date filter uses |
| Completed Date | The day the order was marked completed in your workflow | — | Spotting orders that have been sitting in a completed status but not yet invoiced | Usually blank on Estimates and open Repair Orders — only filled in once the order is moved to a completed workflow status |
| Last Payment Posted | The most recent date a payment was recorded on this order | — | Finding Repair Orders with deposits | Usually blank for Estimates — most Estimates haven't been paid on yet |
| Labor | What you are charging the customer for labor | Internal labor cost | Reviewing quoted labor dollars | This is the "retail" labor on the order — what the customer sees on their estimate |
| Labor Hours (Order) | The total billed hours across all authorized services on the order | Hours from hidden services, hours from services the customer didn't authorize, and hours from services that are only recommendations | Seeing how many billable hours are quoted on each order | If no service on the order is authorized yet, we fall back to including everything — so a fresh estimate shows all its hours |
| Labor Cost (Order) | Your internal labor cost on the order | The markup you're charging the customer | Comparing internal cost to retail | This is cost (what it costs you), not retail (what you're billing) |
| Order Hours Tracked | Total time your technicians have clocked in on this order | Any time not entered in the Time Clock | Seeing actual time spent vs billed hours | Usually doesn't match Labor Hours (Order) — that's normal; one is billed, the other is actual |
| Labor Cost (Time) | Estimated labor cost based on clocked hours and each technician's hourly rate | Flat-rate technicians (they show $0 because they don't have an hourly rate) | Tracking the cost of actual labor time on the order | Uses each technician's hourly rate at the moment they clocked in — later rate changes don't affect past entries |
| Parts | What you are charging for parts | Your internal parts cost | Reviewing quoted parts dollars | |
| Parts Cost | Your internal cost for the parts on the order | Markup | Comparing cost to retail | |
| Tires / Tires Cost | Same as Parts, but for tire line items | — | — | — |
| Subcontract | Amount billed for subcontracted work | — | — | — |
| Tax (or GST / PST / HST in Canada) | Tax on the order | — | — | Canadian shops see three tax columns; other countries see one Tax column |
| EPA / Shop Supplies / Fees | Environmental, shop supplies, and other fees on the order | — | — | — |
| Discount | Total discount applied to the order | — | Checking which orders have discounts | Includes per-service discounts and order-level discounts together |
| Total Paid | How much money has come in on this order | — | Spotting deposits | Usually 0 on Estimates |
| Remaining Balance | Amount still owed on the order | — | Seeing what's outstanding | On an Estimate with no deposit this equals the Total; a smaller number means a deposit was taken |
| Total Profit | Your expected profit on the order (retail minus cost) | — | Spotting low-margin estimates | — |
| Total | The grand total of the order | — | — | This is what the customer sees at the bottom of their estimate |
At the bottom of the table, each money column and the hours columns are summed so you can see totals across all the orders shown. The Order # column footer tells you the total number of orders on the current filter.
Common Questions
Q: Why is an invoiced order missing from this report? A: This report only shows Estimates and Repair Orders — anything invoiced is excluded by design. To see invoiced orders, use the All Orders report.
Q: Why doesn't my total match Sales Summary (or End of Day)? A: Those reports answer a different question. All Estimates is "what's on the board right now" — quotes and in-progress jobs, not yet invoiced. Sales Summary and End of Day are "what was invoiced" or "what was paid" in a given period — they only look at finished work. An order is on one report or the other, not both at the same time. Neither mode is more "correct" — they answer different questions.
Q: Why doesn't Labor Hours (Order) match what my technician clocked? A: Labor Hours (Order) is the billed hours on your labor line items — the hours you are charging the customer. Order Hours Tracked is the actual time your technician clocked in on the order. They almost never match, and that's expected — it's the difference between quoted time and real time.
Q: Why is Labor Cost (Time) showing $0 for one of my techs? A: That technician is on flat-rate pay, not hourly. Labor Cost (Time) is calculated as hours × hourly rate, so flat-rate techs come out to $0 there. Their labor cost still shows up under Labor Cost (Order) via the labor line items.
Q: I checked both Archived boxes but it shows every order including not-archived ones — is that a bug? A: Not a bug, but confusing. Checking both boxes (or neither) behaves the same way — you see everything. If you want only archived orders, check only the "Archived" box. Same thing applies to Customer Type.
Q: Why is the default showing last month's data? A: The Created Date filter defaults to "last month" — the previous full calendar month. On April 21 that's all of March. Change the filter if you want a different range.
Q: An order suddenly disappeared from this report — where did it go? A: Most likely it was invoiced (try All Orders), or it was marked read-only (read-only orders don't appear here and can't be brought back with any filter). Less common: it was soft-deleted.
Tips for Getting the Most Out of This Report
- Use it as a daily "what's on the board" view: filter to the current month, sort by Created Date, and scan for old estimates that haven't been followed up on.
- For open Repair Orders, sort by Remaining Balance descending to find the biggest outstanding balances on work that hasn't been invoiced yet.
- Compare Labor Hours (Order) to Order Hours Tracked on each row to spot jobs where actual time is running well over or under the quote.
- If you want to see quoted dollars on the board at any point in time, the sums in the footer row add up every money column for all the orders in your current filter.
Still have questions? Feel free to reach out to us through the chat icon. Thanks for reading!
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