Working with Lists and Reports
Most pages in Invoay show information in a list (a table with rows and columns). They all work the same way, so once you've learned these tricks you can use them everywhere.
Finding what you need
| To… | Do this |
|---|---|
| Sort | Click a column heading. Click again to reverse the order |
| Filter | Type in the empty box just under a column heading. For dates, pick a range with the date filter |
| Group | Drag a column heading into the grey bar above the list — for example, group sales by store or by staff member. Drag it back to undo |
| Move between pages | Use the page numbers at the bottom of the list |
| Choose the store | Many lists have a Store drop-down at the top |
| Refresh | Click the refresh button in the toolbar, where there is one, to load the latest data |
Totals
Lists with money or quantities usually show totals at the bottom. Totals always match what you've filtered — filter to one store and you'll see that store's total.
Choosing columns
Click the customization button in the toolbar to open a window where you can show or hide columns, so you only see what matters to you.
Downloading to Excel
Click Export to XLSX in the toolbar to download what's on screen (including your filters) as an Excel file. Some reports also offer Export to PDF.
🔑 Exporting is switched on per account. Some lists that contain customer details can only be exported by the account owner, or by staff members the owner has allowed to export. If you don't see the export button, ask your account owner.
Editing directly in a list
Some lists let you change values right in the table:
- Click the value you want to change and type.
- Changed cells are highlighted until you save.
- Click Save changes — or Cancel changes to undo. Nothing is saved until you do.
- To add a row, where available, click the Add button in the list's toolbar. It's named after what you're adding, for example Add room or Add offer.
- Where a row can be removed, click the red bin icon on that row, then Save changes.
Choosing dates on a report
Most reports have a Date From and Date To at the top. Pick your dates and press the report's Show button; only then does the report load, so even large businesses get their figures quickly. Reports about expiry, such as memberships or packages, may filter on the expiry date instead. The help panel on each report says which date it uses.
Dates and times in reports, dashboards, exported files and summary emails follow your store's own time zone. A sale made late in the evening counts on the day it happened at your store.
Payment method columns
Reports, dashboards and summary emails show columns and chart slices only for the payment methods you have switched on in Master › Payment Master. If you stop using a method, its column disappears, but totals still include any money taken that way in the dates you chose.
Getting a report by email on a schedule
Many reports have a Schedule email button, so the report arrives in your inbox daily, weekly or monthly at the time you choose. You'll find it on, among others: Booking Summary, Lost Customer Bill Based, Current Membership Wallet, Customer Pending Amount, Day Wise Sales, Month Wise Sales Summary, Sales Based GST Collection, Store Expenses, Profit and Loss, Purchase Pending Payment, Employee Sales Summary, Staff utilization, Item Due, Item Min Qty Summary, the Profitability Dashboard and Inventory blocked.
To set one up:
- Open the report and click Schedule email, then New schedule.
- Pick the store, how often (daily, weekly or monthly), the day and the time.
- Tick the people who should get it, then save. You can pick yourself, the account owner, and staff who can open this report for that store.
- Everyone except you gets a confirmation email first. Their reports start once they confirm.
- Click Preview on the form to see the email in a new tab without sending it, or Send me a test on a saved schedule to get it in your inbox. Only you get the test.
| How often | What each email covers |
|---|---|
| Daily | The previous day |
| Weekly | The previous Monday to Sunday |
| Monthly | The previous calendar month. If you pick day 29, 30 or 31, it's sent on the last day of shorter months |
Stock, dues and balances show the figures as they stand on the day the email is sent.
My scheduled reports
Open your account menu (top right) and click My scheduled reports to see every report email you set up, grouped by report. If you are the account owner, you also see the ones your staff set up.
| You'll see | What it means |
|---|---|
| Title | How often and when it's sent, for example "Every Monday at 9:00 AM" |
| Store and period | Which store's figures it carries, and the days each email covers |
| Next email | When the next one goes out, in your account's time zone |
| People | Who gets it. Confirmed people receive it. Waiting to confirm people haven't clicked the link in their confirmation email yet. Won't receive means they lost access or have no email for reports; hover to see why |
| Active or Paused | A paused schedule sends nothing. The reason shows under it |
From here you can Send me a test, Pause (and later Resume), Delete a schedule for good, or click Edit to open the report and change the store, time or people. Next to a person, Resend or Reconfirm sends them a new confirmation link.
💡 If something doesn't work
- Someone can't be ticked: the reason shows under their name. Usually they don't have access to this report or store, or have no email for reports. Fix it in the employee's Rights.
- A schedule says Paused: it shows why, for example the person who set it up lost access, or everyone unsubscribed. Fix the cause and click Resume.
- An email didn't arrive: check the person has confirmed, and look in spam. When there's nothing to report for a period, no email is sent.