Reports and exports — common questions

Short answers about the Reports page: your revenue, customers, money owed, fleet use, maintenance costs and team activity, and how to export them.

Where to find it

Click Reports in the sidebar. A date range bar sits at the top, then the tabs: Revenue, Breakdown, Customers, Financial, Business Health, Rental Utilization, Maintenance Spend and Staff Performance. Every tab has an Export CSV button.

Common questions

Who can see Reports?

Owners, managers and staff can open Reports. Staff Performance is for owners and managers only, because it is built from the audit log (the record of who did what). A staff member who opens that tab sees "Your role can see reports but not the activity log this report is built from. Ask an owner or manager to run it."

What are the three numbers at the top?

Total booking revenue, Bookings and Avg booking value, for the date range you picked (the label shows the range, such as "Last 12 months"). Average booking value is total revenue divided by the number of bookings in the range.

What counts as revenue?

Money actually collected, not just booked: confirmed, active and completed bookings, plus any cancellation fee you kept, after refunds and discounts. A refunded cancellation counts as zero. Practice bookings are left out. Renta's platform fee is charged to the renter separately at checkout, so it is never taken out of this number. See Revenue, popular items, and repeat customers.

Why is my revenue lower than what customers agreed to pay?

Revenue only counts money collected. If customers still owe you part of the price, that gap shows as Outstanding Balance on the Financial tab.

Which date does a booking count under?

The day the booking was created, not the rental dates. A booking made in March for a July trip counts in March.

How do I change the date range?

Use the buttons at the top (This month, Last month, Last 3 months, Last 12 months, All time), or set From and To yourself and press Apply. Reset goes back to the default, which is the last 12 months. See Choosing the time window for your reports.

Why can't I pick a date earlier than a certain day?

Reports never go back before the day your Renta account was created, so earlier dates are not offered and All time starts there. You also cannot pick a day in the future.

Which tabs ignore the date range?

The money figures on the Financial tab (except Gift Card Sales) are as of today and ignore it, and the month-over-month and year-over-year cards on Business Health always compare the current month with the previous one. Everything else follows the range.

What does the Revenue tab show?

Revenue by Period as bars, with Daily, Weekly and Monthly buttons. With the default range, Daily and Weekly show the latest 9 days or weeks and Monthly shows 12 months; with a range you chose, they cover that range. It says "No revenue data available." when there is nothing to show.

What does the Breakdown tab show?

Revenue by Category (money by fleet category; add-ons, adjustments and tax appear as their own row so the total matches your booking revenue) and Popular Items (your top 10 items by number of bookings).

What do the bookings numbers in Popular Items mean?

The number of distinct bookings that include the item, so a booking with three items counts once toward each item's row. An item tagged possibly internal/test has a name that looks like a test item, or is not published to customers. It is only a hint, and the item is never removed from the list.

What does the Customers tab show?

Customer Acquisition: for each period, how many customers were New (their first booking with you), how many were Returning, and the Total.

What does the Financial tab show?

Cash owed, held and at risk right now, not a profit and loss statement: Outstanding Balance, Deposits Held, Refund Liability, Gift Card Liability, Written off, the Past Due box (Incompleted, Past-due Payments, Active Deposits), Maintenance Cost (month to date), Revenue (month to date) and Gift Card Sales for your date range. See This month's money at a glance.

What is the difference between Outstanding Balance and Past-due Payments?

Outstanding Balance is what is owed on confirmed, active and completed bookings, minus refunds already given, whether or not the rental is overdue. Past-due Payments counts bookings whose return date has passed with money still owed, in every status except cancelled and expired, and is not netted against refunds, so the two can differ.

What are Gift Card Liability, Gift Card Sales and Written off?

Gift Card Liability is what you still owe gift card holders right now. Gift Card Sales is cash collected for gift cards sold online in your date range, kept separate from booking revenue. Written off is the total of balances you gave up collecting. See Gift card sales and liability and Writing off an unpaid balance.

What does the Business Health tab show?

Four things: Booking Outcomes, Revenue Concentration Risk, Customer Repeat Rate, and month-over-month and year-over-year cards for Revenue, Bookings and Avg booking value. See Booking outcomes and month-over-month KPIs.

What is the completion rate, and what is the difference between Expired and Cancelled?

Completion rate is completed bookings divided by all bookings created in the range. Completed, Confirmed (still upcoming), Cancelled and Expired are shown separately. Expired means a reservation was held but the customer never finished paying (often checkout or payment friction); Cancelled means someone cancelled a booking that was already made (often pricing, demand or policy).

What is Revenue Concentration Risk?

How much of your revenue comes from a few customers. It shows Top customer and Top 5 customers combined and flags a single customer above 10% of revenue, or the top five above 25%. With very few customers it tells you the figure cannot be judged yet.

What is Customer Repeat Rate?

How many customers booked more than once (for example "12 of 30 customers booked more than once"). With few customers each one moves the rate a lot, so it says to treat it as a rough read.

Why do some months say "Too few to trend" or why is there no year-over-year?

A month with fewer than 3 bookings is dimmed and marked "Too few to trend". Year-over-year comparison needs at least 13 months of history.

What does the Rental Utilization tab measure?

Fleet Utilization is rented unit-days divided by available unit-days for the range, with Revenue in Window. Only bookings that actually went out (active or completed) count, so a confirmed booking not yet picked up does not. Maintenance downtime is not removed from the available days, so it shows as lower utilization. Use the category filter to look at one category. See How hard your fleet is working.

What do "Earned nothing this period" and "Not published" mean in utilization?

Earned nothing this period lists available items with zero rented days in the range, largest inventory first. Not published — can't be booked lists items set to Draft, which are left out of the utilization numbers so they do not make your fleet look under-used.

Why don't the unit-level numbers match the item-level numbers?

Unit-level counts only include rentals where staff assigned a specific unit at pickup; the page shows what percentage of rentals that is. The item-level figure is complete.

What does the Maintenance Spend tab show?

Maintenance Spend (recorded), Spend vs. Revenue (about how many cents of every dollar of rental revenue went to upkeep), Services Logged, Avg Cost / Costed Service, a monthly Spend Trend, Spend vs. Revenue by Fleet Item (worst net first) and Most Expensive Jobs. Only services with a cost entered are added up, so a free inspection and a missing cost can look alike; the real total may be higher than the figure shown. See Fleet Reports.

What does the Staff Performance tab show?

How many things each person did in the admin during the range: Confirmed, Handed over, Closed out, Cancelled, Fleet and Customers changes, Total and Last active, plus Actions logged, People with activity and Rentals closed out. It does not track who sold a booking, so it is not revenue per person. A row labelled "Renta support" is someone from Renta acting on your account. See Staff activity log.

How do I export a report?

Open the tab you want, set the date range, and press Export CSV (top right of the tab). A CSV file (a plain spreadsheet file that Excel and Google Sheets open) downloads, covering exactly the range on screen. It is named like `renta-revenue-2026-01-01_2026-10-05.csv`. The eight reports are revenue, breakdown, customers, financial, business-health, utilization, maintenance-spend and staff-performance.

What is in the exported file?

Each file holds one or more titled sections, such as "Revenue by Period (monthly)", "Revenue by Category" and "Popular Items" (every item with activity, not just the top 10 on screen). Money is written as plain numbers like 1234.56, with no dollar sign or commas, so spreadsheets can add them up. Names that start with `=`, `+`, `-` or `@` get a leading apostrophe so a spreadsheet cannot run them as a formula. The Financial export notes that its figures are as of today.

Why can't I export Staff Performance?

It needs the same permission as reading the audit log, which only owners and managers have, so the Export CSV button is hidden for staff.

Where else can I export data?

Customers have their own Export CSV button on the Customers page, and a booking's Transactions list has one for that booking's payments. See Finding and sorting customers and Payment history and signed documents on a booking.

Why does a card say "Currently unavailable"?

That one figure could not be read just now. It is not a count of zero, so refresh in a moment. The other cards on the tab are unaffected.

Why does a report say it "hit an internal size limit and may be incomplete"?

There was more activity than a single pass can read, so the numbers under-report. Pick a shorter date range for exact counts.

Why don't Reports match my Dashboard?

The dashboard uses fixed windows (for example the last 12 months for revenue by category and popular items, and the last 6 months for the revenue trend), and Reports use the range you choose. See Dashboard common questions.

Can I get a report by email?

Yes: turn on the Weekly Reports Digest to get a Monday summary. See Getting a Monday morning summary email.