The All Orders report is your complete order ledger — every order in your shop (Estimates, Repair Orders, and Invoiced orders) shows up as a row, with money columns, customer and vehicle details, and labor hours all in one place. Because it's the widest view available, it's the right report when you want to see everything your shop is working on, reconcile totals across open and closed work, or compare the same order across categories like labor retail, labor cost, parts, tires, tax, fees, and profit. The table also gives you totals at the bottom that automatically recalculate as you change the filters.
Filters
| Filter | Default | What it does |
|---|---|---|
| Countries (HQ only) | your country | controls which locations are available to pick and which tax columns you see. Set to Canada to see GST, PST, and HST instead of a single Tax column |
| Locations (HQ only) | all locations in your country | narrows the report to specific shops |
| Created Date | last month | shows orders created during the selected period. This is the default date filter. If you want "orders I invoiced last month" or "orders I was paid for last month", use a different date filter instead — see below |
| Due Date | off | narrows to orders with a shop-set target date in the period. This is your internal target, not the customer's payment due date |
| Invoiced Date | off | shows only orders that were invoiced during the selected period. Estimates and Repair Orders won't appear when this filter is on (they haven't been invoiced). Turning this filter on also sorts the table by Invoiced Date, newest first |
| Fully Paid Date | off | shows only orders that were fully paid during the selected period. Partially paid orders won't appear |
| Archived Status | both archived and not | include or exclude archived orders |
| Customer Type | all | narrow to one customer type (for example Business or Individual) |
| Customers | all | narrow to specific customers, or pick "Unassigned" to see walk-ins |
| Service Writers | all | narrow to orders assigned to specific service writers |
| Order Status | all (Estimates, Repair Orders, Invoiced) | narrow to specific order statuses |
| Order Tags | all | narrow to orders carrying specific tags |
| Paid Status | all | narrow to Paid, Unpaid, Partially Paid, or Overdue. Note: "Unpaid" means fully unpaid — partially paid orders are shown under "Partially Paid", not "Unpaid" |
| Term (shop only) | all | narrow to orders with specific payment terms |
| Workflow (shop only) | all | narrow to orders in specific workflow statuses |
Date Filters
All Orders offers four independent date filters: Created, Due, Invoiced, and Fully Paid. They answer different questions:
- Created Date = "orders that were started during the period"
- Due Date = "orders with a shop-target completion date in the period"
- Invoiced date = "I want data about completed and invoiced 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 Invoiced and Fully Paid date filters active at once = the intersection of the two; orders must satisfy both. This is a narrow, restrictive view for reconciliation; most routine reporting uses one date mode only.
Neither mode is more "correct" — they answer different questions.
Understanding Each Number
| Column | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Order Status | whether the order is an Estimate, a Repair Order, or Invoiced | — | checking how many orders are still in progress vs billed | "Repair Order" only shows up if your shop has that feature turned on |
| Paid badge | whether the order is fully paid or not | — | quick scan of open balances | a partially-paid or overdue order shows Unpaid here — check the Remaining Balance column for specifics |
| Created Date | when the order was started | — | finding recent work | this is the report's default sort |
| Invoiced Date | when the order was invoiced | Estimates and Repair Orders (they haven't been invoiced) | period reporting on completed jobs | — |
| Fully Paid Date | when the last payment closed out the balance | partially paid orders | cash-in reporting | — |
| Last Payment Posted | the date of the most recent payment on the order | — | seeing how recently money came in | — |
| Labor | the price you charged the customer for labor | cost of labor — that's a different column | seeing labor revenue per order | — |
| Labor Hours (Order) | the hours your techs billed on this order's labor line items | time on Hidden, Recommended, or Declined services | measuring billable labor effort | if any services are declined or hidden, their hours won't appear here — unless every service is declined, in which case they all do |
| Labor Cost (Order) | what labor on this order cost you (based on the line items) | the Time Clocks view of labor cost — that's a separate column | comparing your cost to what you charged | same exclusions as Labor Hours (Order) |
| Order Hours Tracked | total time-clock hours entered against this order (type Order, Service, or Labor) | shop-wide clock-ins that aren't tied to a task | comparing billed hours to actual tracked time | — |
| Labor Cost (Time) | what the time-clock hours cost based on each tech's hourly rate | flat-rate techs (they don't have an hourly rate) contribute $0 | measuring real labor cost by tracked time | this is the #1 "why is this $0?" question — flat-rate technicians don't have an hourly rate, so their time shows as $0 here |
| Parts | retail price of parts on the order | part cost | parts revenue per order | — |
| Parts Cost | what you paid for the parts | — | parts margin | — |
| Tires / Tires Cost | tire retail / tire cost | — | tire margin | — |
| Subcontract | retail subcontract total | subcontract cost | subcontract revenue | — |
| Tax (US) | US sales tax on the order | — | tax totals | Canadian shops see three columns (GST / PST / HST) instead of this single column |
| GST / PST / HST (Canada) | Canadian tax totals | — | tax totals | these three columns appear in place of Tax when your country is set to Canada |
| EPA / Shop Supplies / Fees | order-level add-ons | — | seeing non-service revenue | — |
| Discount | total discounted from the order | — | checking discount usage | — |
| Total Paid | how much has been paid on the order | — | seeing collected revenue per order | if you just added or removed a payment, this can take a moment to catch up |
| Remaining Balance | how much is still owed on the order | — | accounts-receivable focus | — |
| Total Profit | retail minus cost minus discount across the whole order | — | margin per order | — |
| Total | the order's grand total | — | what the customer sees as the bill | — |
| Footer totals (bottom of the table) | the sum of each number column across the orders currently showing | orders filtered out | period totals, shop totals, or segment totals | these recalculate as you change filters |
Common Questions
Q: Why is my All Orders total different from my All Invoices total? A: All Orders includes Estimates and Repair Orders; All Invoices only includes Invoiced orders. The gap is the dollar value of orders that haven't been invoiced yet. If you want just invoiced orders here, either set the Order Status filter to Invoiced, or switch to the All Invoices report.
Q: Why is Labor Cost (Time) $0 on every order for one of my techs? A: That technician is paid flat-rate, not hourly, so their time-clock entries don't have an hourly rate attached. Labor Cost (Time) is hours times rate — no rate means $0. Labor Cost (Order) will still show their cost based on the order's line items.
Q: Why are my Labor Hours (Order) lower than what I see on the order? A: Labor hours on Hidden, Recommended, and Declined services are excluded from this column. Open the order's Services tab and look for any of those flags — their hours are the difference. Special case: if every service on the order is declined, their hours are all included.
Q: Why does "Unpaid" not include my partially-paid orders? A: On this report, "Unpaid" means fully unpaid — nothing has been paid toward the order. Partially paid orders are a separate option in the filter. If you want both, check both boxes (Unpaid and Partially Paid).
Q: Why is my order from this week not showing up? A: The default date filter is Created Date = last month. Change the date range to cover this week and you'll see it. Also check: is the Order Status filter narrowed? Is the Paid Status filter narrowed? Are you looking at HQ with the right locations selected?
Q: Why is the "Last Payment Posted" date a bit different from what the Payments tab shows? A: This column uses the time the payment was created (entered into the system). Some payments have a separate posted or paid date that may differ — for example, a payment entered today for a transaction that actually cleared yesterday. Open the Payments tab on the order to see both dates.
Q: Why don't I see GST, PST, and HST columns? A: Those columns only appear when your country is Canada. At HQ, switch the Countries filter to Canada. In a single shop, the country comes from your location settings.
Q: Why does the footer total change when I filter? A: The footer totals always reflect the orders currently shown. That's the point — apply filters for a month, a customer, or a status, and the totals tell you what those orders sum to.
Q: I renamed one of my tags. Why does this report still show the old tag on past orders? A: Order tags are recorded on each order at the time they were added, so renaming a tag in Settings doesn't rewrite history. New orders get the new name; old orders keep what they had.
Tips for Getting the Most Out of This Report
- Pick the right date filter for the question you're asking. Created = "what did we start?" Invoiced = "what did we bill?" Fully Paid = "what did we collect?" If you answer the wrong question with the wrong date, nothing will match your expectations.
- Use Order Status to narrow the view. The report includes Estimates, Repair Orders, and Invoiced orders by default. When you want to focus on just one, set the Order Status filter — that's usually faster than switching between reports.
- Export to spreadsheet for deeper analysis. Once you've filtered down to the slice you care about, export the table to analyze margins, sort by customer, or group by vehicle. The footer totals will carry the row set's grand totals with you.
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