~25 min Intermediate

Month-end reporting routine ​

Once a month, spend half an hour turning your equipment data into answers: what was used, what it's worth, and whether bookings matched reality. This tutorial builds that routine — the same steps every month, ending with exported files for your records.

Reports are available on the Startup plan and higher; on lower plans the Reports page shows an upgrade note. Everything else here works on any plan.

Step 1 — Start with the dashboard ​

The dashboard gives you the pulse before you run any report:

  1. Check the key-number cards — items in use, overdue checkouts, items low on inventory, unresolved issues. Red cards need attention now; click a card to open the corresponding filtered list.
  2. On the Overview tab, note the Items, Value and Age widgets and the top performers — the items with the highest utilization.
  3. On the Reservations tab, glance at the Reservation fulfilment and Plan match tiles (last 30 days, with trend arrows) — you'll dig into these in Step 4.

Anything alarming here tells you which report to read most carefully.

Step 2 — Run the usage reports ​

  1. In the main menu, select Stats & Reports > Reports.
  2. In the filter bar, pick the Utilization report — the share of the period each asset was in use versus idle. Items never checked out show as fully idle: your candidates for selling or lending out.
  3. Set the Period to Last month (or a custom date range).
  4. Under Group by, choose the groupings that fit — for example first by Types, then by Items. Use the arrows to reorder groupings and the × to remove one.
  5. Click Run report. The result is a collapsible tree with subtotals on every level — click a row to expand it.
  6. Repeat with Checkout activity for the volume view: number of checkouts, overdue returns, and average duration. Grouping by Users shows who returns late.
The Reports page with a report grouped by user and item.

Step 3 — Snapshot your asset value ​

  1. Still on the Reports page, pick the Asset value report and keep the period at last month.
  2. Run it — you get acquisition value, depreciation and current book value as a snapshot at the period end date (straight-line depreciation). Only items with a recorded acquisition value are included, so gaps here mean missing purchase information.
  3. For a spatial view of the same value, open Stats & Reports > Location stats — items and current value per location, sortable by the column headers.

Step 4 — Check planning discipline with Planned vs actual ​

  1. Pick the Planned vs actual report and run it for last month.
  2. Read the columns: Booked vs Fulfilled shows how many reservations were actually converted to checkouts; Ad-hoc counts checkouts with no reservation behind them — a high ad-hoc share means real usage bypasses planning.
  3. Pickup vs plan and Return vs plan show average deviation from the booked window; Item match and Plan match score whether the reserved items were the ones actually taken, and how well the windows overlapped.
  4. Group by Users to see who plans well, or by Items/Types to see which equipment gets booked but not picked up.
The Planned vs actual report, grouped by user.

Step 5 — Export the reports for your records ​

  1. With a report on screen, click Export and choose Excel (.xlsx), CSV (.csv) or PDF (.pdf). The export uses the same period and grouping as the report on screen.
  2. PDF works well for sharing with management; Excel/CSV when the numbers feed a spreadsheet.
  3. Export each report you ran, and file them with a consistent naming scheme (e.g. 2026-06-utilization.pdf) so months compare easily.

Step 6 — Take a full register snapshot ​

Finish with an item export — a complete, dated snapshot of the register itself:

  1. Open Items > View items. The export follows what you're looking at: pick the tab (Items, Inventory, Archive) and apply any search or filters first; with none active, the whole tab is exported.
  2. Click Export in the toolbar.
  3. Pick the Format — Excel (.xlsx) or CSV (.csv) — and the Columns to include. Basic information is always included; for a month-end snapshot add Financial information (current value, age), Status information and Location. On the Inventory tab, include the Inventory group (status, amount, threshold).
  4. Click Export — the file downloads right away. Repeat per tab if you track both assets and consumables.
The Export items window.

What you accomplished ​

  • Reviewed the dashboard's key numbers and trend tiles before diving into detail
  • Ran utilization, checkout activity, asset value and planned-vs-actual reports for the month, grouped the way you need
  • Exported each report to Excel/CSV/PDF with a naming scheme that makes months comparable
  • Saved a dated full-register snapshot, including financial and inventory columns

Where to go next ​

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