What it is
A suite of reports and analysis of your company activity: sales, invoicing, KPIs and trends. It brings together these tools:
- Dashboard — the configurable interactive analysis, with charts and dynamic tables. You open it from the Analysis menu.
- Widgets on the Home screen — your saved widgets appear on the app home screen, each one with its chart or its figure.
- Invoicing Reports — specialised reports (monthly, by date range, accountant, Modelo 303, payments).
- Sales Statistics — annual turnover broken down month by month, by sales rep and by customer.
What it is for
- Seeing how sales evolve in charts (columns, bars, line, area, number KPI, pie and so on).
- Keeping your key metric widgets always in view on the Home screen.
- Producing invoicing reports ready for your accountant or for the tax authorities (Modelo 303).
- Keeping payments under control: what is paid, what is outstanding, what is still to be invoiced.
- Exporting any view to Excel or downloading it as a PDF.
How to use it
- Go to the Analysis menu and open the Dashboard.
- Click Configure analysis to choose the metric, operation, chart type, grouping and comparison; switch between Chart and Table with the toggle.
- Click Create as widget to save the current view; the widget appears on your Home screen.
- In Reports, click Filters to narrow down by years, months, quarters or customers.
- Export Excel or Export PDF if you need to.
The tools
Dashboard
It opens from the Analysis menu as a full-screen interactive analysis. You choose a Metric, an Operation, a Chart type, Group by and, if you want to compare, a Series; you switch between Chart and Table. To save a view as a widget, click Create as widget.
Widgets on the Home screen
Your saved widgets are shown on the app Home screen, in a grid of cards (each card is a widget with its chart or its figure). If you do not have any yet, the Home screen shows the CotizaPrint welcome. To manage them (rename or delete) go to Settings → Widgets.
Create as widget
When you click Create as widget on the Dashboard a small modal opens: you type the Widget name and, if you want to share it, you tick Add it inside a role? and pick one of the roles assigned to you in the Which role? dropdown. Click Add: the widget is saved and appears on your Home screen (or on the Home screen of every user with that role if you shared it). A notice confirms "Widget added to your home screen".
Interactive analysis
Interactive analysis with charts and dynamic tables (previously called "Dashboard"). You choose a Metric (what you measure, the Y axis), the Operation used to summarise it (Sum, Count or Average), a Grouping (how you split the data, the X axis) and, if you want to compare, a Series. You switch between the Chart view and the Table view with the toggle.
Invoicing Reports
A modal with the report types: Invoices for the month, by date range (From / To), Accountant (quarterly), Modelo 303, Outstanding payments, Collected and Uninvoiced delivery notes. Each report shows columns such as Date, Document, Customer, Taxable base, Taxes, Total, Collected, Outstanding and Status.
Sales Statistics
An annual table broken down month by month, in two blocks: SALES REP (turnover by sales rep) and CUSTOMER (turnover by customer base). It is headed by the Total turnover for the year and counters for Customers and Sales reps.
Buttons and actions — what each one does
The exact wording as it appears on screen. For toggles, both states are documented.
Widgets on the Home screen
| Button / Control (wording on screen) | What it does |
|---|---|
| (widget cards) | The Home screen shows your saved widgets, each one with its chart or its figure. You can drag them to reorder them. |
| View in Dashboard | Button with an expand icon (top right corner of each card on the Home screen). It opens the Dashboard showing that same widget at full size, with the same configuration (document, metric, operation, grouping, series, dates and chart type), so you can study it in detail, change filters or export it. |
| (drag widget) | Drag a card by its icon to change the order of your widgets; the order is saved. |
| CotizaPrint welcome | If you do not have any widget yet, the Home screen shows the welcome message. |
Create as widget (modal)
| Button / Control (wording on screen) | What it does |
|---|---|
| Create as widget | On the Dashboard, it takes the current analysis configuration and opens the modal to save it as a widget on your Home screen. |
| Widget name | The title the card will have on the Home screen. |
| Add it inside a role? | If you tick it, the widget is shared: every user with the role you pick will see it. If not, it is yours alone. |
| Which role? | Dropdown with the roles assigned to you; you pick the one the widget is shared with (it appears once you tick the option above). |
| Add | Saves the widget; it appears on your Home screen (or on the Home screen of everyone with that role) and the confirmation notice is shown. |
| Cancel | Closes the modal without saving. |
Settings → Widgets (management)
| Button / Control (wording on screen) | What it does |
|---|---|
| My widgets | The list of your widgets. Each one can be renamed (edit icon → type → confirm) or deleted (bin icon). |
| Role widgets | The list of the widgets shared by your roles, with the role name; they can be deleted. |
| Where to save it | Toggle My dashboard (private) / Share with my role (visible to every user with that role). |
| Role | Selector for the role the widget is shared with (it appears once you choose Share with my role). |
| Preview | Shows live how the card will look while you change the configuration. |
| Create widget / Save changes | Saves the widget (or the changes when editing) and takes you back to the updated dashboard. |
| Cancel | Closes the builder without saving. |
Interactive analysis
| Button / Control (wording on screen) | What it does |
|---|---|
| Configure analysis | Opens the analysis filter modal: Metric, Operation (Sum / Count / Average), Chart type, Group by, Number of records, Compare against, Period and Comparison values. It includes the document/source selector (Quote / Order / Delivery note / Invoice). This is where you define what the analysis shows. |
| Number of records | Inside Configure analysis, it limits how many categories are shown and sorts them from highest to lowest by the metric: Top 5, Top 10, Top 20 or All. Useful for seeing your biggest customers/products/sales reps at a glance without cluttering the chart. All shows every category with no trimming. Top 10 by default. |
| Quick views (collapsible header) | Inside Configure analysis, the Quick views panel (shortcuts that load an analysis already configured with a single tap) appears collapsed when the modal opens, to leave more room. Click the Quick views header (with the arrow) to expand it and see every category (Current period, Rankings for the year, Historical comparison, Analysis by customer base, My activity, My production); click it again to collapse it. |
| Period | Quick date range selector inside Configure analysis: All time, This month, This quarter or This year. When you pick one, the From and To dates of the analysis are worked out automatically; All time removes the date filter. |
| Operation | Selector for how the metric is summarised: Sum (total), Count (how many) or Average (mean). |
| Commissions (metric) | Inside Configure analysis → Metric. It shows the amount of accrued sales rep commissions (the Commissions module), placed in the period by their accrual date. When you choose it, Group by and Compare against are limited to Sales rep, Commission status, Commission source, Day, Month, Quarter and Year. It only appears if the Commissions module is switched on (Full plan and commissions active). |
| Create as widget | It takes the current analysis configuration and opens the widget builder with those values preloaded, so you can save it as a dashboard widget. |
| Export to Excel | Downloads the current table or chart in Excel format (.xlsx). |
| Chart / Table toggle | Chart = shows the data as a chart (columns, bars, line, smoothed line, area, number KPI or pie). Table = shows the aggregated data in a table with a Total row. |
| Grouped by | An informative label showing which field the data is grouped by at that moment. |
| vs | The preposition separating the grouping field from the series field when you are comparing two variables. |
| rows | Counter of how many data rows the current table or chart has. |
| No data available | Message shown when the selected data set is empty. |
| Total | Final row of the table with the sum of every value. |
Sales rep quick views (Configure analysis)
Inside Configure analysis there are quick views (shortcuts) that load an analysis already configured with a single tap. These two groups are filtered to your own activity as a sales rep (they only show your documents).
"My activity (sales rep)" group
| Quick view (wording on screen) | What it does |
|---|---|
| My open quotes | Splits the amount of your quotes by Sales status (Pending, Partly accepted, Accepted, Closed, Cancelled), so you can see at a glance how much you still have open. |
| Quote→order conversion | Pie chart with the number of your quotes by Sales status: how many are still pending against the accepted ones. |
| My monthly invoicing | Your invoicing (amount) month by month. |
| My margin for the year | Your margin month by month, limited to this year. |
| Outstanding payment | What you are still owed (Total − Collected) by customer, only from your invoices. |
"My production" group
| Quick view (wording on screen) | What it does |
|---|---|
| My pending jobs | The number of your jobs with Job status = Pending, by customer. |
| My jobs for today | Your jobs with a job date of today, by customer. |
| Overdue jobs | Your pending jobs split into Overdue / On time (overdue = job date in the past and still not finished). |
| Finished, not delivered | Your jobs already finished but still awaiting delivery, by customer. |
| Delivery note pending invoicing | The amount of your delivery notes not yet invoiced, by customer. |
"Analysis by customer base" group — commissions
These quick views only appear if the Commissions module is switched on (Full plan and commissions active in the sales settings).
| Quick view (wording on screen) | What it does |
|---|---|
| Commissions by sales rep | The amount of accrued commissions for each sales rep, in bars and from highest to lowest. Use it to see how much each sales rep earns and subtract it from the profit. |
| Monthly commissions | Month by month trend of the accrued commission amount, by accrual date. |
Invoicing Reports
| Button / Control (wording on screen) | What it does |
|---|---|
| Invoicing Reports | Opens the modal with the report types: Invoices for the month, by date range, Accountant, Modelo 303, Outstanding payments, Collected and Uninvoiced delivery notes. |
| Filters | Opens the modal to narrow down the report: years, months, quarters or customers, depending on the report type you chose. |
| From | Selector for the start date of the invoice range. |
| To | Selector for the end date of the invoice range. |
| months / quarters / customers | Counters of how many months, quarters or customers you have selected in the filters. |
| Quarterly / Monthly toggle (Modelo 303) | Quarterly = Modelo 303 filed by quarters. Monthly = filed by months. |
| Document | The document number in the table; you can click it to open the invoice or delivery note. |
| Customer | The customer name in the table; you can click it to filter by that customer. |
| Export PDF | Downloads the report as a PDF in the corporate style (company logo, totals and page numbering). |
| Export Excel | Downloads the data of the current report as an .xlsx file. |
| Close | Closes the reports modal. |
Sales Statistics
| Button / Control (wording on screen) | What it does |
|---|---|
| Sales Statistics | Opens the modal with the turnover tables by SALES REP and by CUSTOMER, broken down by month. |
| Sales based on (modulo selector) | Choose the document type the statistics are based on: Quote, Work order, Delivery note or Invoice. |
| Year | Input to choose the tax year of the statistics. |
| Current month | Highlighted column marking the month in progress within the monthly breakdown. |
| Total turnover for the year | Subtitle with the overall total invoiced in the chosen period. |
| Customers / Sales reps | Counters of how many customers and sales reps have turnover in the period. |
| No data | Message shown when a section of the table has no rows. |
Key concepts
Terms that appear on screen. Users usually ask "what is X / what is X for?" using these exact words.
On the Dashboard and the Interactive analysis
- Dashboard: your own board (the
/cuadro-mandoscreen) with your saved widgets. Each widget is a card with its chart or its figure. - Widget: each card on the Dashboard, with its chart or figure. The widgets you see are the ones you have saved.
- Add widget: button that opens the widget builder to create and save a new widget on the dashboard.
- Widget builder: the modal where you configure a widget (name, document, metric, operation, chart, grouping, series, date range) with a live preview, and decide in Where to save it whether it goes to My dashboard or to Share with my role.
- My dashboard: private widget scope, only you see it.
- Share with my role: shared widget scope; every user with that role sees it.
- Interactive analysis: the interactive, configurable analysis (previously called "Dashboard"). This is where you explore the data with Configure analysis.
- Create as widget: on the Interactive analysis, it opens the widget builder with the current configuration preloaded, ready to save on the dashboard.
- Metric: the numeric field you measure or summarise (for example subTotal, number of invoices). It is the Y axis of the chart.
- Operation: how the metric is summarised: Sum, Count or Average.
- Grouping (Group by): the field the data is split by into rows or categories (by customer, sales rep, period and so on). It is the X axis of the chart.
- Series / Comparison (Compare against): a second field to compare two variables on the same chart (for example turnover by year within each month). It produces several lines or bars per category.
- Number of records (Top N): how many categories are shown, sorted from highest to lowest by the metric: Top 5, Top 10, Top 20 or All. Top 10 by default.
- Sales status: global filter by the situation of the document: Quotes, Orders, Delivery notes, Invoices.
- Chart type: the display format: Columns, Horizontal bars, Line, Smoothed line, Area, Number (KPI) or Pie.
- Number (KPI): shows a single large figure with its currency or unit suffix, instead of a chart.
- Pie: pie chart: it splits the total into slices by category.
- Quick views / Presets: saved analysis configurations (shortcuts), such as 'Invoicing for the month by customer', 'Top customers of the year' or 'Historical comparison'.
- Pivot / Multidimensional table: a table crossing two dimensions (for example customer vs month) and showing a value at each intersection. It appears when a series/comparison is active.
- My activity (sales rep) / My production: groups of quick views filtered to your own activity as a sales rep; they only show your documents.
- Sales status (grouping): splits the data by the situation of the document (Pending, Partly accepted, Accepted, Closed, Cancelled).
- Job status (grouping): splits the data into Finished / Pending depending on whether the job is complete.
- Due date (grouping): splits the jobs into Overdue (job date in the past and still not finished) / On time.
- Outstanding payment (metric): what is still to be collected on each document (Total − what has already been collected).
- Commissions (metric): the amount of accrued sales rep commissions, taken from the Commissions module. It only counts commissions that have already accrued: those that have not (for example a document still awaiting payment when commission is paid only on what is collected) are not added until they accrue. The date used to place them in the period is the accrual date, not the document date.
- Margin (metric) does not deduct commissions: the margin comes from the cost of the products and does not subtract what the sales reps earn. To work out the real profit you have to subtract the Commissions for the same period by hand (you can see them with the Commissions metric grouped by Month or by Sales rep).
- Commission status (grouping): splits the commissions into Pending (not yet settled with the sales rep) / Paid (already settled).
- Commission source (grouping): splits the commissions by the document that produced them: Order, Delivery note, Invoice or Payment.
On Reports and Modelo 303
- Invoicing Reports: the module of specialised reports (monthly, by date range, quarterly for your accountant, Modelo 303, outstanding, collected, uninvoiced delivery notes).
- Accountant — Quarter: quarterly invoice report ready to send to your accountant, meant for auditing and tax advice.
- Modelo 303: the quarterly (or monthly) VAT return in Spain. It shows Output VAT, Input VAT and VAT result, broken down by VAT rate.
- VAT self-assessment: the descriptive subtitle of Modelo 303.
- Taxable base: the net amount without taxes. The base on which the VAT and the total are worked out.
- Taxes / VAT: the amount of value added tax (or the equivalent tax depending on the country).
- Collected: the amount the customer has paid so far. It comes from the recorded payment movements.
- Outstanding: the amount still to be collected. It is Total − Collected.
- Status: the payment situation of the document: Paid, Part paid, Outstanding or Not invoiced.
- Output VAT: VAT charged to the customer on sales. It is what the company has to pay over to the tax authorities.
- Input VAT: VAT paid on purchases. It is what the company can deduct (if it meets the requirements).
- VAT result: the net difference between output VAT and input VAT. Positive = money owed to the tax authorities; negative = a possible refund.
- VAT rate / Band: the applicable tax percentage (0%, 4%, 10%, 21% in Spain, depending on the product/service).
- Tax amount: the amount of VAT to pay or charge in each band.
- Deductible (Deductible base / Deductible tax amount): the part of the input VAT on purchases that the company can subtract from the output VAT. Not every expense is 100% deductible.
On Sales Statistics
- Sales Statistics: an annual table broken down month by month by sales rep and by customer, so you can spot invoicing patterns across your customer base.
- Sales based on: the document type the statistics are worked out from (Quote, Work order, Delivery note or Invoice).
Features by plan
- Sales Analysis: requires the Pro plan (the Min. Pro badge in the menu).
- Dashboard and Invoicing Report: require the Full plan (the Min. Full badge in the menu).
- Without the required plan the menu option is still clickable: when you click it, a notice opens with the name of the tool, what it does, the badge of the plan required and the Upgrade plan button, which takes you to Plans and pricing (
/subscription). Clicking the Min. Pro/Full badge itself also takes you to/subscription.
Permissions
- General menu:
access_stat.
Frequently asked questions
Q: How do I switch between seeing the data as a chart and as a table?
A: Use the Chart / Table toggle on the Interactive analysis. In Chart you see columns, bars, line, smoothed line, area, number KPI or pie; in Table you see the aggregated data with the Total row at the end.
Q: What does the "Configure analysis" button do?
A: It opens the Interactive analysis modal where you define what it shows: the Metric (what you measure), the Operation (Sum, Count or Average), the Chart type, Group by (X axis), Compare against (the series) and the Period. The period is narrowed down with the quick presets This month / This quarter / This year (or All time to remove the date filter).
Q: How do I limit the analysis to this month, quarter or year?
A: In Configure analysis open the Period section and choose This month, This quarter or This year: the From and To dates are worked out on their own. To see everything again, choose All time.
Q: What is the "Dashboard" and how does it differ from the "Interactive analysis"?
A: The Dashboard is your own board (the /cuadro-mando screen): a grid of cards, each one a widget with its chart or its figure. The Interactive analysis is the interactive, configurable analysis where you explore the data with Configure analysis.
Q: How do I add a widget to the Dashboard?
A: Click Add widget (on the dashboard or in the empty state Your dashboard is empty). The widget builder opens: fill in Widget name, Document, Metric, Operation, Chart type, Group by and, if you want to compare, Series. You will see it in the live Preview. Choose in Where to save it between My dashboard or Share with my role and click Create widget.
Q: How do I delete a widget from the dashboard?
A: Each card on the Dashboard has a delete button (bin icon). Click it and the widget disappears from the dashboard.
Q: How do I share a widget with my team?
A: In the widget builder, under Where to save it, choose Share with my role and select the Role. Every user with that role will see the widget on their Dashboard. Role widgets are also managed from Settings → Widgets.
Q: Where do I manage the shared widgets of a role?
A: In Settings → Widgets (the Settings panel; it requires the roles permission and the PRO level). It lists the Role widgets and lets you create a new one, edit them or delete them.
Q: What is the "Operation" in the analysis?
A: It is how the metric is summarised: Sum (total), Count (how many records) or Average (mean). You choose it in Configure analysis on the Interactive analysis.
Q: What are the "Number (KPI)" and "Pie" chart types?
A: Number (KPI) shows a single large figure with its currency or unit suffix. Pie is a pie chart that splits the total into slices by category. They come on top of Columns, Horizontal bars, Line, Smoothed line and Area.
Q: How do I show only the biggest customers (or products) and not all of them?
A: In Configure analysis open Number of records and choose Top 5, Top 10 or Top 20: the chart shows only that many categories, sorted from highest to lowest by the metric. Choose All to see every one with no trimming. It is set to Top 10 by default.
Q: What is the difference between "Metric" and "Group by"?
A: The Metric is what you measure (the Y axis, for example the amount invoiced). Group by is how you split that metric into categories (the X axis, for example by customer or by month). If you also want to compare two variables at once, use Compare against to add a series.
Q: How do I pull out the invoices for a specific date range?
A: Open Invoicing Reports, choose the by date range report and use the From and To selectors to set the dates. Then Export PDF or Export Excel.
Q: What is Modelo 303 and how do I produce it?
A: It is the VAT self-assessment in Spain. In Invoicing Reports choose Modelo 303; the Quarterly / Monthly toggle sets how often it is filed. You will see Output VAT, Input VAT and VAT result by Period, plus the breakdown by VAT rate.
Q: What does "VAT result" mean?
A: It is the difference between the Output VAT (charged on sales) and the Input VAT (paid on purchases). If it comes out positive, it is money owed to the tax authorities; if it comes out negative, a refund may be due.
Q: What is the difference between "Collected" and "Outstanding"?
A: Collected is what the customer has already paid. Outstanding is what is still to be collected (Total − Collected). The Status column sums up the situation: Paid, Part paid, Outstanding or Not invoiced.
Q: How do I see what I am still owed?
A: In Invoicing Reports use the Outstanding payments report. The Outstanding column shows the uncollected amount of each document.
Q: How do I prepare the report for my accountant?
A: In Invoicing Reports choose Accountant: it produces the quarterly invoice report ready to send. Click Export Excel or Export PDF.
Q: How do I see how much each sales rep has invoiced?
A: Open Sales Statistics. It has two blocks: SALES REP (turnover by sales rep) and CUSTOMER (by customer base), broken down month by month. Choose the year in Year and the document type in Sales based on.
Q: Why do the statistics not match my invoices?
A: Check the Sales based on selector: it may be working out the figures on Quote, Work order or Delivery note instead of Invoice. Switch it to Invoice to see the real turnover.
Q: How do I export an analysis or report to Excel?
A: On the Interactive analysis click Export to Excel; in the Reports click Export Excel. It downloads the current view (table or chart) as an .xlsx file.
Q: I get "No data available" / "No data". What is going on?
A: The selected data set is empty for those filters. Widen the date range and check the Sales status and the customers/years you have filtered on.
Q: Can I click on an invoice inside a report?
A: Yes. In the table the Document column is clickable to open the invoice or the delivery note, and Customer is clickable to filter by that customer.
Q: What is a "quick view" or preset?
A: It is a saved analysis configuration (a shortcut), such as 'Invoicing for the month by customer' or 'Top customers of the year'. You load it so you do not have to set the analysis up from scratch every time.
Q: Where do I find the sales reports?
A: In Analysis / Reports (it requires the access_stat permission and the PRO level). It brings together the Dashboard (the widget board), the Interactive analysis, the Invoicing Reports and the Sales Statistics. You can filter by date range, customer, status (Sales status) and document, group by sales rep and export to Excel.
Q: Can I see profitability or margins in the reports?
A: Yes, with the Margin metric in Configure analysis (grouped by month, customer, sales rep and so on). Careful: the Margin comes from the cost of the products and does not deduct the commissions of the sales reps, so it is not the final profit. For the real profit, subtract the Commissions for the same period (the Commissions metric). For the margin on one specific job, check the cost breakdown in the quoting engine.
Q: How do I see the sales rep commissions in the analysis?
A: In Configure analysis choose the Commissions metric and group by Sales rep (or by Month, Quarter, Year, Commission status or Commission source). You also have the Commissions by sales rep and Monthly commissions quick views. The metric only appears if the Commissions module is switched on (Full plan and commissions active in the sales settings).
Q: Does the margin already have the commissions deducted?
A: No. The Margin metric is worked out with the cost of the products and does not subtract the commissions of the sales reps, so it is not the final profit. To know the real profit, look at the Margin for the period and subtract the Commissions for the same period: set the Commissions metric grouped by Month (or by Sales rep) with the same date range and subtract that amount.
Q: Why do the commissions in the analysis not match those in the Commissions module?
A: The Commissions metric only adds up accrued commissions. Those that have not accrued yet (for example if you have it set to pay commission only on what is collected and the document has not been paid) are not counted until they accrue. On top of that, each commission is placed in the period by its accrual date, which may not match the invoice date.
Q: What is the difference between "Pending" and "Paid" in the commission status?
A: Pending is the commission already accrued but not yet settled with the sales rep. Paid is the one already settled. You see them by grouping the Commissions metric by Commission status.
Q: How do I find an old quote?
A: The quote search is not in Analysis. Go to the Quotes list (sales) and filter by customer, date, number, product or status. Analysis uses quotes only as a basis for working out the statistics, not for tracking down a specific one.