How to Use Sales Reports in Onsite

Before You Start

• Sales invoices must be created before the sales reports show data
• CRM leads must be added before the CRM reports show data
• You need a role with Download Reports permission to access these reports

How to Open Sales Reports

1. Click Reports in the left sidebar
2. Scroll to the Sales section
3. Click the gear icon next to the report to open with full filters
4. Click the download icon to download directly with default settings

The Company Sales Report also has a direct download icon on the Reports page for quick export without opening.

Report 1 — Company Sales Report

Shows all sales invoices across all projects in one view.

Filters:

Filter	What It Does
Client Name	Filter by a specific client
Project Name	Filter to one project or show all
Invoice Date	Set a date range
Sale Type	Filter by invoice type (Sales Invoice or Material Sales)
Creator Name	Filter by the person who created the invoice

Columns:

Column	What It Shows
Invoice Date	Date the invoice was created
Sale Type	Sales Invoice or Material Sales
Client Name	Client the invoice is for
Project Name	Project the invoice is linked to
Invoice Number	Invoice reference number (e.g. INV-25-001)
Total Amount	Gross invoice amount before retention and deductions
Retention Amount	Amount withheld as retention on this invoice
Post Tax Deduction	Deductions applied after tax (TDS, advance recovery, etc.)
Net Amount	Total Amount minus Retention minus Post Tax Deduction — the amount actually payable by the client
Due Date	Payment due date
Payment Received	Total amount received from the client against this invoice
Balance Due	Net Amount minus Payment Received — the outstanding receivable
Payment Status	Paid, Partially Paid, or Unpaid
Notes	Notes added to the invoice
Creator Name	Person who created the invoice

💡 Balance Due is the most important column for accounts receivable tracking. Filter by Payment Status = Unpaid or Partially Paid to see all invoices with outstanding amounts. Sort by Due Date ascending to prioritise the oldest overdue invoices.

Best used for: Accounts receivable review, generating a client-wise outstanding invoice list, or preparing a collection summary for management.

Report 2 — Item Wise Sales Report

Shows sales broken down by individual line item across all invoices.

Filters:

Filter	What It Does
Project Name	Filter to one project
Client Name	Filter by a specific client
Invoice Date	Set a date range
Item Name	Filter by a specific BOQ item or line item name
Sales Type	Sales Invoice or Material Sales

Columns:

Column	What It Shows
Sales Type	Type of invoice
Project Name	Project
Client Name	Client
Invoice Number	Invoice reference
Invoice Date	Date of the invoice
Item Name	Name of the line item
Unit	Unit of measurement
Quantity	Quantity billed on this invoice for this item
Item Rate	Rate per unit
Tax %	Tax rate applied to this item
Tax Amount	Tax amount for this line
Gross Amount	Quantity multiplied by Item Rate before tax
Total Amount	Gross Amount plus Tax Amount
Invoice Created Date	Date the invoice was created in the system

Best used for: Reviewing billing history for a specific BOQ item across multiple invoices, or verifying that the correct quantities and rates have been applied to each line item.

Report 3 — Deduction and Retention (Sales)

Shows all deduction and retention entries linked to sales invoices.

Filters:

Filter	What It Does
Item Name	Filter by a specific deduction or retention type name
Party Name	Filter by a specific client
Invoice Number	Filter by a specific invoice
Project Name	Filter to one project
Type	Deduction or Retention

Columns:

Column	What It Shows
Item Name	Name of the deduction or retention type (e.g. TDS 2%, Retention 5%)
Amount	Amount deducted or withheld
Project Name	Project the invoice is for
Party Name	Client the invoice is for
Invoice Number	Invoice the deduction or retention is linked to
Creator Name	Person who created the invoice
Type	Deduction or Retention
Entry Creation Date	Date the invoice was created
Due Date	Due date of the retention (applicable for Retention entries)

💡 Filter by Type = Retention and Due Date (set to past dates) to see all retention entries whose release date has already passed. These are retention amounts that should now be collected from the client.

Best used for: Tracking all TDS deductions made by clients across invoices for TDS filing purposes, or monitoring retention balances and their release due dates

Report 4 — CRM Lead Detail Report

Shows a detailed list of all CRM leads with contact information and status.

Columns:

Column	What It Shows
Lead Date	Date the lead was created
Lead Name	Name of the lead or project opportunity
Contact Name	Primary contact person
Contact No.	Contact phone number
Lead Status	Current stage (e.g. New Lead, Follow-Up, Proposal, Won, Lost)
Lead Priority	Priority level assigned to the lead
Lead Source	Where the lead came from (e.g. Reference, Website, Cold Call)
Email	Contact email address

Best used for: Exporting the full lead list for a CRM review meeting, or sharing lead data with the sales team for follow-up planning.

Report 5 — Lead Status Report

Shows a visual funnel chart of leads grouped by stage.

Filter: Lead Date (set a date range).

The report shows each stage of the lead pipeline with the count of leads at each stage and the percentage of the total. Stages include: New Lead, Follow-Up, and any other stages configured in your CRM.

Click Insights to generate an AI-powered analysis of the pipeline. The Insights summary highlights which stages have the highest lead counts, where leads are dropping off, and the overall conversion rate for the selected period.

Best used for: Sales pipeline reviews and identifying which stage of the funnel is losing the most leads before conversion.

Report 6 — Project Wise Sales Summary

Shows a summary of sales figures grouped by project.

Filter: Project Name.

Columns:

Column	What It Shows
Project Name	Project
No. of Invoices	Total number of invoices raised
Total Sales	Gross invoice value across all invoices
Retention Amount	Total retention withheld across all invoices
Post Tax Deduction	Total deductions applied after tax
Net Amount	Total Sales minus Retention minus Post Tax Deduction
Payment Received	Total amount received from the client
Balance Due	Net Amount minus Payment Received — the total outstanding receivable for this project

A Grand Summary row at the bottom totals all projects.

Best used for: Management-level sales review across all projects, or comparing revenue and outstanding balances project by project at a glance.

How to Export Any Report

All reports in Onsite support exporting as CSV, Excel, PDF, or HTML. These export options are available inside every report view.

Export as CSV or Excel

Click the Export icon inside the report and select Export as CSV or Export as Excel. The file downloads immediately with no configuration needed.

Export as PDF

1. Click the Export icon and select Export as PDF
2. A configuration panel opens:

Setting	What to Configure
File Name	Pre-filled with the report name. Edit if needed.
Language	Default: English
Title position	At Top or At Bottom of each page
Description position	At Top or At Bottom
Column Width Ratio	Auto adjust (default) or set manually
Column Header	Include or exclude column headers on each page
User Filter Criteria	Include the filters applied so the reader can see what was filtered
Row Numbers	Include or exclude row numbers
Select Columns	Choose which columns to include in the PDF

3. Expand PDF Settings to configure:

Setting	Options
Paper Size	A4, Letter, etc.
Margins	Default 0.25 inches
Header	Title on the left, Date and Time on the right
Footer	Page number centred
Password	Optional. Set a password to protect the PDF.

4. Click Export

💡 Enable User Filter Criteria when sharing a filtered report with a client or management. This prints the active filters at the top of the PDF so the reader knows what date range or project the report covers.

Other Report Actions

Action	What It Does
Refresh	Reload the report with the latest data
Filter	Add or change filter conditions on any column
Sort	Sort any column ascending or descending
More	Show or hide columns, freeze a column, or open in spreadsheet view
Search Data	Search within the current report results

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Tips

• Use Company Sales Report with Payment Status = Unpaid or Partially Paid to generate your full accounts receivable list. Sort by Due Date to prioritise the oldest overdue invoices.
• Use Project Wise Sales Summary for a quick management overview of revenue and outstanding balances across all projects. The Grand Summary row gives company-wide totals instantly.
• Use Item Wise Sales Report when a client queries a specific line item on their invoice. Filter by Invoice Number to see exactly what was billed.
• Use Deduction and Retention with Type = Retention and a past Due Date to identify retention amounts that are now due for collection.
• When exporting a report for a client or auditor, enable User Filter Criteria in the PDF settings so they can see which date range or project the report covers.
• The Lead Status Report Insights feature is most useful after at least one full month of lead data is available. Running it on fewer than two weeks of data produces limited observations.

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If Something Goes Wrong

Problem	Likely Cause	What to Do
Company Sales Report shows no data	No invoices created or date range filter too narrow	Check the date range and confirm invoices exist in the project’s Transaction or Estimate tab
Balance Due showing for a fully paid invoice	Payment not settled against the invoice	Open the payment record, click Edit Settlement, link it to the invoice, and save
Deduction and Retention report is empty	No deductions or retention applied on any invoices	Apply deductions or retention when creating sales invoices
CRM Lead Detail Report showing no leads	No leads added in CRM	Add leads in the CRM module under the Sales section
PDF export missing some columns	Columns deselected in the PDF configuration	Re-open the PDF export panel and ensure all required columns are checked under Select Columns
Cannot access the reports	Role does not have Download Reports permission	Ask Admin to enable Download Reports on your role in Settings, then Roles and Access