Report Functions

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Zoho Billing offers a set of functions you can perform in various reports, ranging from customizing the report according to your needs to exporting and sharing your reports. This document lists all the functions that are common to the reports in Zoho Billing.

Zoho Billing lets you create custom reports in two ways:

• Create an entirely new report.
• Create a custom report from an existing report.

Create Custom Report

You can build a report from scratch based on your preferences or save changes made to an existing report as a new custom report. This lets you retain the filters, columns, grouping, layout, and other preferences applied to the report for quick access.

To create an entirely new custom report:

• Go to Reports in the left sidebar.
• Click Create New Report.
• Select Create an entirely new report in the Create Custom Report pop-up.
• Click Proceed.
• Select a Parent Module from the dropdown.
• Click the + icon to add a child module.
• Select a Child Module from the dropdown.

• Click Next. You will be redirected to the General section.

Step 1: General

In this section, configure the report using the following filters:

• Click Next. You will be redirected to the Show / Hide Columns section.

Step 2: Show / Hide Columns

In this section, choose and arrange the columns in the report:

• In the Available Columns section, hover over the column you want to add and click the + icon.
• In the Selected Columns section, review the columns included in the report.
• Drag and drop columns in the Selected Columns section to reorder them.
• Click Next.

You will be redirected to the Report Layout section.

Step 3: Report Layout

In this section, configure the layout and the details displayed when the report is printed or exported.

Choose the details to display:

Configure the report layout using the following fields:

• Click Next.

Step 4: Report Preferences

In this section, configure the name, description, and access permissions of the report.

• Enter the Report Name.
• Enter the Name in Export, which will be used as the report’s name when it is exported.
• In the Configure Permissions section, select who can view, export, or schedule the custom report.

• If you select Only Selected Users & Roles, configure the access permissions for each user or role.
• Click Save Custom Report.

The custom report will be available under My Reports in the Reports module.

Customize an Existing Report

If you want to save your changes to an existing report as a separate custom report, Zoho Billing lets you customize the report without altering the original version.

To customize an existing report:

• Go to Reports in the left sidebar.
• Navigate to Custom Reports or select a report category.
• Click the dropdown next to Create New Report.
• Select Create From Existing Report.
• Select the report you want to customize and click Proceed.

You will be redirected to the General section.

1. General

In this section, you can customize your report based on the following filters:

• After configuring the filters, click Next.

2. Show/Hide Columns

In this section, you can customize the columns of your report:

• In the Available Columns section, hover over the column you want to add and click the + icon next to it.
• In the Selected Columns section, view the existing columns of your report.
• Click Next.

You will be redirected to the Customize Rows and Columns section.

Customize Rows and Columns

In this section, you can customize the rows and columns of your report.

Add New Account Group

An account group is a group of related accounts used for reporting and analysis. To add an account group:

• Hover over a row and click the + icon to add another row below it.
• Select Account Group in the New Row section or Account Group in the New Child Row section.
• Enter the Group Name and configure the preferences in the pop-up.
• In the Account Criteria section, select the accounts you want to add to the account group.
• Click Add New Row.

The account group will be added as a new row or child row in the report.

Add New Text Field

You can add text fields as new rows in your custom reports:

• Hover over a row and click the + icon to add another row below it.
• Select Text Field in the New Row section or New Child Row section.
• Enter the text and click Save in the pop-up that appears.

The text field will be added as a new row or child row in the report.

Add New Formula Row

A formula row is composed of two or more accounts, account groups, or formula rows, along with mathematical operators. To add a formula row:

• Hover over a row and click the + icon to add another row below it.

• Select Formula Row in the New Row section.

• Enter the Formula Row Name in the pop-up that appears.

• Create a formula using the accounts or formulas in the dropdown and the operators next to it.

• Click Check Syntax to validate the formula.

• Click Add New Row.

• Next, click Refresh Preview to preview the rows of the report.

• Click Next.

You will be redirected to the Report Layout section.

3. Report Layout

In this section, you can configure the layout and the details displayed in the report when you print or export it.

You can also configure the layout using the following fields:

• Click Next.

4. Report Preferences

In this section, you can configure the name, description, and access permissions of the report.

• Enter the Report Name.
• Enter a name in the Name in Export field, which will be used when exporting the report.
• In the Configure Permissions section, set who can view, export, or schedule the custom report.

• If you select Only Selected Users & Roles, configure the access permissions for each user.
• Click Save Custom Report.

Custom Report Permissions for Admins

Admins can view, edit, clone, and delete custom reports created by other users in the organization.

Edit Custom Reports Created by Other Users

To edit a custom report created by another user:

• Go to Reports in the left sidebar and select My Reports.
• Navigate to Other User Reports.
• Select the custom report you want to edit.
• Click the Edit icon next to the report name.
• Make the necessary changes and save them.

Clone or Delete Custom Reports Created by Other Users

To clone or delete custom reports created by other users:

• Go to Reports in the left sidebar.
• Navigate to Other User Reports.
• Hover over the custom report you want to clone or delete.
• Click the dropdown icon next to the report and select Clone or Delete.

Other Actions

In addition to customising reports, you can configure their layout, apply filters, compare data, mark them as favourites, schedule them, share them with users, and export or print them.

Configure Report Layout

Zoho Billing gives you the option to customize the layout of your reports according to your business preferences and needs, which can be exported and printed whenever required. You can choose what details you want to display in your reports, the density and design of the table, paper size, and other preferences.

To customize a report:

• Navigate to the Reports module in the left side bar.

• Click the three dots icon next to Create Custom Report.

• Click Configure Report Layout from the dropdown.

• Configure the following:

  Field	Description
  Choose Details to Display	You can select which details you want to display in your reports: Organization Name - This will display your organization’s name at the top center. Generated By - This will display the name of the user who generated the report in the bottom left. Page Number - Display the page number on the bottom. Generated Date - Display the generated date on the bottom right. This is particularly helpful to keep track of the date when the report was generated. Generated Time - You can display generated time only if you have enabled generate date. This will display the generated date next to the date on the bottom right.
  Choose How to Display the Details	Check the Column Headers on Each Page checkbox if you want the column headers to be displayed on all pages of the exported report. This is particularly helpful to keep track of the relevant headers if you generate a multi-page report.
  Table Density	The table density determines the amount of spacing between rows, which influences how much data is visible at once. Click the Table Density dropdown and select the desired density: Classic - The Classic table density provides the most space between two data entries. This is ideal when the data set is smaller and readability is priority. Compact - The Compact table density provides moderate spacing between data entries, allowing more data to fit on each page without compromising too much on readability. This is ideal for medium-sized datasets where a reasonable amount of data needs to fit on each page. Super Compact - The super compact density provides the least space between two data entries. This is ideal for large datasets to maximize data per page and reduce the total number of pages.
  Table Design	You can select the table design from the following: Default - This is the default table design for reports. In this report, only the heading will be highlighted, and the data will be separated by a line. This is ideal for simple reports with minimal formatting. Bordered - This table design applies borders around every cell. This helps in enhancing clarity by distinctly separating each cell. Alternate Rows - This table design highlights every alternate row. This helps in improving readability, especially in larger horizontal data. Alternate Columns - This table design highlights every alternate column. This improves readability, especially in reports with multiple columns. Note: Bordered, Alternate Rows and Alternate Columns table designs will not be applicable for Business Overview and Tax Reports.
  Paper Size	You can set the paper size based on your printing preferences: A4 - This is the commonly used paper size used for printing outside North America. Letter - This paper size is commonly used in the US and Canada.
  Orientation	You can choose the orientation for your reports based on your preferences. Portrait - This is a vertical layout, ideal with more rows. Landscape - This is a horizontal layout, ideal for reports with multiple columns.
  Font Family	Select your desired font family for your reports from the Font Family dropdown. Note: Different font families support different language characters. You can check the list of supported languages below each language from the dropdown.
  Margins	Select the size of the top, bottom, left and right margins according to your requirements.

• Click Save.

The changes that you make here will be applicable to all the reports when you print them or when you export them as PDF.

Report Filters

Zoho Billing allows you to customize your reports using filters to view the report according to your needs. This is particularly helpful if you want to view the report for a specific date range or reports for a specific product. To customize your report using report filters:

• Navigate to the Reports module from the left sidebar.
• Select a report.
• Select the Date Range on the top left. You can select from the list of existing date ranges, or you can also select a custom date range.
• Select the desired filters on the top of the report.
• Click + More Filters to customize your report further using advanced filters.
  • Select a field.
  • Select a comparator.
  • Select the value.
  • Click + Add More to add more filters.
• Click Run Report.

Customize Report Columns

You can rearrange, show, and hide columns in your reports to customize how your report looks according to your needs. To customize report columns:

• Navigate to the Reports module in the left sidebar.
• Select the desired report.
• Click Customize Report Columns.
  • Click the + icon next to a column header in the Available Columns to add it to your report.
  • Click the - icon next to a column header in the Selected Columns to remove it from your report.
  • Click and drag the column headers in the Selected Columns to rearrange the columns according to your needs.
  • Click the gear icon next to the supported columns to show or hide additional columns.
• Click Apply.

Compare By

Zoho Billing allows you to compare the existing report using predefined filters. This is particularly helpful to evaluate performance by comparing current data to the relevant filter.

To compare a report:

• Navigate to the Reports module in the left sidebar.
• Select the desired report.
• Click the Compare With dropdown.
• Select the desired filters.
• Click Apply.

Performance Overview

The Performance Overview section is available in metric based reports, and display how your business has performed in the latest period, compared to other periods.

Based on the selected date range, you can view the following details:

• Current Month - The metric for the latest period in the selected Date Range.

  Insight: For example, if the date range is selected as last quarter, the data shown here will be for the last month of the last quarter.

• Month on Month - The growth percentage in the selected period’s metric compared to the previous month.

• Quarter on Quarter - The growth percentage in the selected period’s metric compared to the previous quarter.

• Year on Year - The growth percentage in the selected period’s metric compared to the previous year.

Favorite Reports

Zoho Billing allows you to mark certain reports as favorites, which will be displayed in the Favorites section in the Reports module. This is particularly helpful in cases when you want to view some reports on a regular basis and do not want to scroll through all the reports in the module.

To mark a favorite report:

• Navigate to the Reports module in the left sidebar.
• Click the star icon next to the desired reports.

The reports will be marked as favorite and can be accessed from the Favorites section directly.

Scheduled Reports

Zoho Billing allows you to schedule your reports to be mailed to you on a regular basis. This is particularly helpful if you want to keep tabs on your business on a regular basis, but don’t want to scroll through the Reports module every time.

How to Schedule Reports

To schedule reports:

• Go to Reports.

• Select the supported report that you want to schedule.

• Click the Schedule Report icon on top.

• Select the fields according to your preferences.

  Field	Description
  Frequency	Select the interval, when you would like your reports to be scheduled. You can select your reports to be mailed to you : Daily Weekly Monthly Quarterly Yearly Insight: The date range in the scheduled report will be the same as the selected frequency. For example, a weekly report will include data from seven days before the scheduled date. Note: Report scheduling frequencies may vary based on your subscription plan. Visit our pricing page to check the supported frequencies in your plan.
  Start Date and Time	Select the date and time when the first report will be sent by mail.
  Email Recipients	Select the users who will receive the reports via email on a regular basis.
  Additional Recipients	If you want the reports to be mailed to other email addresses outside your organization, you can enter them in this field, separated by comma (,). This is particularly helpful for including external shareholders or partners, who need regular report updates.
  Attach Report As	You can choose to attach the report as the following formats: PDF - Portable Document Format. This is particularly helpful for exporting finalized reports that require consistent formatting and easy sharing or printing. XLS - Microsoft Excel 1997-2004 compatible file. This is particularly helpful when you need to export data for further editing, detailed analysis, or creating custom charts. CSV - Comma Separated Value. This is a lightweight format, particularly helpful for exporting large sets of raw data, which can be imported into other systems.

• Click Save.

The report has now been scheduled, and will be sent to you on a regular basis.

Mark Scheduled Report as Active/Inactive

If you no longer want to receive your reports on a regular basis, you can mark the scheduled report as inactive. To mark a scheduled report inactive:

• Navigate to the Reports module in the left sidebar.
• Select the scheduled report.
• Click the Scheduled Report icon on top.
• Click Mark as Inactive.
• Click Save.

Your reports will no longer be mailed to you on a regular basis. If you want your reports to be mailed to you again, you can mark it as active.

To mark a scheduled report as active:

• Navigate to the Reports module in the left sidebar.
• Select the scheduled report.
• Click the Scheduled Report icon on top.
• Click Mark as Active.
• Click Save.

Your reports will be scheduled and mailed to you on a regular basis.

Schedule Activity

You can also view the activity logs for your scheduled reports.

To view the activity logs for scheduled reports:

• Navigate to the Reports module in the left sidebar.
• Go to Scheduled Reports.
• Hover over the desired scheduled report.
• Click the schedule icon.

Now, you can view a list of all the activities related to the scheduled report.

Share Report

You can share your reports with users of your organization and select the level of permission that you want them to have when they are accessing the report. To share reports:

• Go to Reports.
• Select the report that you want to share.
• Click the Share Report icon on top.
• Select the Users of your organization, with whom you want to share the report.
• Select the permission from the dropdown:
  • View Only - The selected users can only view the report. They won’t be able to export or schedule them.
  • View and Export - The selected users shall be able to view and export the report only. They will not be able to schedule them.
  • View, Export and Schedule - The selected users shall be able to view, export and schedule the reports. This option will be available only for the reports, which can be scheduled.
• Click Save.

Now, your users can view the reports and perform actions based on the level of permission given to them.

Export Report

If you want to download your business’ reports for your business purposes, Zoho Billing offers you the feature to export your reports.

To export reports:

• Go to Reports.

• Select the desired report.

• Click the Export dropdown on top.

• Enter the export file name.

• Select the file format under Export As:

  • XLS - Microsoft Excel 1997-2004 compatible. This is particularly helpful when working with older versions of Excel.
  • XLSX - Microsoft Excel file format. This is particularly helpful when working with recent Excel versions.
  • CSV - Comma Separated Value. This is a lightweight, plain-text file, ideal for importing larger datasets.
  • PDF - Portable Document Format. This is particularly helpful to share finalized reports that require consistent formatting and easy printing.
  • Export to Zoho Sheet - This is particularly helpful for real-time cloud-based collaboration.

• Select the export option.

  Insight: This option will be shown only when the report has more than 20,000 data rows.

  • Export Latest Report - Select this option to export the first set of rows.

    Note: The total number of rows that can be exported using this option may vary based on your plan.

  • Export Complete Report - Select this option to export the entire report. This might take a couple of minutes to export. Zoho Billing will notify you once the process is completed. Once completed, you can download the export file from the Report history by clicking View History.

    Note: The total number of rows that can be exported may vary based on your plan.

• Check I want to protect this file with a password if you want the exported file to be password protected.

• Check Export this report based on my current view to export the report with the data you can see in the report while exporting.

• Click Customize the details in the export file to customize the layout of the report when you are exporting it as XLS, XLSX, PDF or exporting it to Zoho Sheet.

• Enter a Temporary Note if you want to add any additional information about the report to be displayed at the footer of the report.

  Note: The details you select above will be displayed only for this export.

• Click Export.

The report will be exported in the selected file format.

Print Report

You can print your reports directly from Zoho Billing.

Before printing your report, you can also configure the layout of your report from print preferences. To manage your print preference for a report:

• Go to Reports.

• Select the report which you want to print.

• Click the Export dropdown.

• Select Print Preference.

• Configure your layout.

  • Enter a Temporary Note if you want to add any additional information about the report to be displayed at the footer of the report.

    Note: The configured layout will be reflected for this report only.

• Click Preview.

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