Reports

What Reports are

Reports turn the data you already keep in Contractors Cloud into answerable questions. Every report is built on one kind of record — a Project, an Invoice, a Work Order, a Milestone, a Claim, a Material Order, and so on — and shows you those records as a table you control: you choose the columns, narrow the rows with filters, sort, total, export, and have it emailed to your team on a schedule.

Why it helps. Contractors Cloud ships a library of ready-made reports so you can get an answer without building anything. When a ready-made report is close but not exactly what you need, you change it in place — add a column, add a filter — and it stays that way for next time. When you need something genuinely different, you build your own report and share it with the people who need it. And once a report is right, a schedule delivers it to inboxes on Monday morning so nobody has to remember to go look.

Quick start

Open Reports from the main navigation.
Pick a category tab — Sales & Marketing, Financial, User, Production, or Project Management.
Find the report you want and click Run Report.
Click Filters in the page header to narrow the rows, then click Save.
Use the ⋮ menu on any column heading to Add column or Remove column.
Click the download icon to create a CSV or JSON export, or the clock icon to have the report emailed on a schedule.
Click the heart on the report's card to pin it to the top of the list.

Filters, columns, sorting, and totals are all saved to the report as you set them — the next time you or anyone the report is shared with opens it, it comes back the way you left it.

Finding your reports

Reports are grouped into categories, shown as tabs across the top of the page — Sales & Marketing, Financial, User, Production, and Project Management. Each tab shows that category's reports as cards. Click Run Report on a card to open it.

Each card carries a few chips that tell you what you're looking at:

A record-type chip naming what the report is built on — Project, Invoice, Work Order, Milestone, and so on.
A Custom chip (purple) on any report that was custom created by a user rather than shipped with Contractors Cloud.
A Shared chip (green) on reports that other people can see. On a report someone shared with you, this reads Shared by plus their initials.
A clock icon on any report that has at least one delivery schedule.

Hover a card to fade the chips out and reveal the report's description.

Favorites

Click the heart in the top-right corner of a report's card to favorite it. Favorited reports sort to the top of their category, ahead of everything else, so the handful of reports you actually live in are always the first ones you see.

Ready-made reports you have never opened can't be favorited yet — the heart appears once you have run the report for the first time. Opening a ready-made report for the first time creates your own working copy of it, which is what the heart, your columns, and your filters attach to.

Filtering a report

Click Filters in the page header to open the filter panel. The badge on the button tells you how many conditions are currently applied to the data.

The panel is headed Match ALL of these conditions — every condition you add narrows the results further. The first row is labelled WHEN and each row after it AND.

Building a condition

Click Add condition and fill the row left to right. Each choice determines what's offered next:

Subject — which part of the record you're filtering on. A Milestone report, for example, can filter on the milestone itself or on the project it belongs to.
Field — the specific field within that subject.
Comparison — how to compare it. The list is tailored to the field's type, drawn from: is, is not, is in, is not in, is empty, is not empty, is before, is after, is between, is not between, is greater than, is less than, is at least, is at most.
Value — what to compare against. The control matches the field: a single pick, a multi-pick list you can search, a date, a date range, a number, or a number range. Some fields also offer relative choices such as a rolling date window instead of fixed dates.

is empty and is not empty take no value — the value control disappears when you pick one.

Changing an earlier choice clears the ones after it, because they may no longer apply.

Saving, and clearing

Nothing is applied until you click Save. This is deliberate — you can build up several conditions and apply them in one go rather than watching the table churn after every click. The Save button stays disabled until you have actually changed something, and the Filters badge only ever counts conditions that are saved.

The trash icon on a condition row removes that one row.
The trash button at the bottom of the panel opens Delete All Conditions and clears every condition on the report at once.
A red warning triangle on a row means something about it isn't valid — hover it to see why.

Reset to default

Ready-made reports have a Reset to default button at the bottom of the filter panel. It restores the report exactly as Contractors Cloud shipped it — name, description, columns, filters, and sorting — and it keeps your favorite and any schedules you have set up. It's the safe way back if you have changed a report past the point of usefulness. Reports you built yourself have no reset (there is no shipped version to go back to).

Working with columns

Every report opens with a sensible default set of columns, but the full set of columns available for that record type is much larger. Add what you need and remove what you don't.

Adding and removing columns

Click the ⋮ button on any column heading:

Add column opens the Columns dialog.
Remove column takes that column off the report immediately.

The Columns dialog has two lists side by side: VISIBLE COLUMNS on the left, in the order they appear on the report, and AVAILABLE COLUMNS on the right. Use the Search box at the top to find a column by name across both lists.

Drag a column from AVAILABLE to VISIBLE to add it — where you drop it is where it lands.
Drag a column from VISIBLE to AVAILABLE to remove it.
Drag within VISIBLE to reorder your columns.

Grab a row by the drag handle on its right-hand side. Changes save as you make them — close the dialog when you're done and the table reloads.

Sorting

Columns that can be sorted show a sort control in their heading. Clicking it cycles through ascending, then descending, then back to unsorted. Your choice is saved to the report. Not every column is sortable — calculated and rolled-up columns often aren't.

Column totals

Numeric columns can carry totals in the table's footer. Click the ⋮ button in a column's footer cell and tick the totals you want. Depending on the column, the choices are Sum, Avg, Min, Max, and Count. Each one appears in the footer labelled with its name, and you can show more than one on the same column.

Footer totals cover the whole filtered result set, not just the page you're looking at.

Summary cards

Above the table you can pin up to three summary cards, each showing one column's total as a single headline figure. Use the empty card's dropdown to add one, and the × on a card to remove it. The same figure can't be pinned twice.

Rows per page

Use the Show dropdown above the table to change how many rows appear per page. The footer reads Showing 1 - 25 of 577 so you always know the size of the full result set, and the pager moves you through it.

Exporting a report

Click the download icon in the page header to open the Exports dialog, then Create Export and choose CSV or JSON.

Exports are generated in the background, so a large report doesn't tie up your browser — you can keep working, or close the dialog and come back. The table lists every export for the report with its Created At, Format, Status, and File Size, and the Status updates itself as the export progresses. When it's finished, click the download button on its row to save the file. The trash button deletes an export you no longer need.

An export contains every row that matches your filters — not just the current page — with the columns you have made visible.

Exports are kept for 30 days and then cleaned up automatically. Download links are short-lived and are minted fresh each time you click download, so download from the dialog rather than saving the link.

Scheduling a report

A schedule emails the report to a list of people on a recurring cadence, as a file. Click the clock icon in the page header to open Scheduled Reports. The badge on the button shows how many schedules the report already has.

The dialog lists each schedule with its Frequency, Next Run, Format, and Recipients — hover the recipient count to see the addresses. Use the pencil to edit a schedule or the trash to delete it.

Creating a schedule

Click Schedule A Report and fill in:

Recipients — search for and add the people who should receive it. You can only send scheduled reports to users in your Contractors Cloud account; there is no way to add an outside address.
Frequency — Daily, Weekly, Monthly, or Quarterly.
The cadence detail, which changes with the frequency you picked:
- Daily → Every Day, Every Weekday (Mon–Fri), or Every Weekend (Sat–Sun).
- Weekly → any day of the week.
- Monthly → choose Specific Date (1st of the month, 15th of the month, Last day of the month) or Relative Date (First Monday, First Tuesday, Last Wednesday, Last Friday of the month).
- Quarterly → 1st day of the Quarter or Last day of the Quarter.
Time — schedules run on the hour, in your time zone as the person who created the schedule.
Delivery Format — CSV or JSON.

Once the form is complete a green Schedule Summary spells the whole thing back to you in a sentence — "This report will be sent Weekly on Friday at 9:00 AM as a CSV file to 4 recipients" — so you can check it before saving. Click Schedule Report to finish.

What a schedule sends

Each run exports the report as it is configured at that moment — the columns you have visible and the filters you have saved. Change the report and the next delivery reflects the change; there's no need to touch the schedule.

The email carries a download link rather than an attachment. Those links are good for 7 days. If you click an older one, Contractors Cloud opens the report's Exports dialog and tells you the link expired — your recent exports are still listed there to download.

Limits worth knowing

A report can have up to 5 schedules.
A schedule can have up to 25 recipients.
Two schedules on the same report must be at least 30 minutes apart. If they'd collide you'll see "This schedule fires too close to an existing schedule on this report" — change the time or the day.
If a schedule fails 3 times in a row it is paused automatically and whoever created it is emailed, so a broken delivery doesn't fail silently forever.
Deleting a report deletes its schedules and exports with it.

Creating your own report

Click New Report on any category page, then Create Report. There are three steps.

Step 1 — pick a report type. This is the kind of record the report lists, one row per record, and it is the one thing you can't change later. There are types for Projects, Contracts, Estimates, Invoices, Invoice Lines, Payments, Payment Lines, Credit Memos, Bills, Expenses, Milestones, Tasks, Appointments, Work Orders, Labor Items, Material Orders, Material Order Items, Permits, Claims, Users, Vendor Services, Project Custom Fields, and Session Activity. Give the report a name here (optional — you can name it later).

Step 2 — describe what you want (optional). Type a short description of what the report should focus on and Contractors Cloud will propose a starting set of columns, shown as a preview before you commit. Skip this step entirely if you'd rather start from the defaults and pick your own columns — nothing is lost either way.

Step 3 — choose who can see it. Private keeps the report to yourself. Shared opens two choices: Share with specific users, where you search for users and teams to grant access to, or Share with all users.

Click Create report and the new report opens, ready for columns and filters.

Editing, duplicating, and deleting

With a report open, the buttons beside its title do the rest:

The pencil opens Edit Report — name, description, and sharing. It appears only on reports you created.
The copy button duplicates the report, columns and filters included. The copy is created private and belongs to you; share it afterwards from Edit. Duplicating is available on every report, including the ready-made ones.
The trash deletes the report. You can only delete reports you created yourself — the reports that ship with Contractors Cloud can't be deleted, and neither can a report someone else shared with you. If you want to get a ready-made report out of your way, favorite the ones you use instead.

Ready-made reports are always private to each user and can't be shared directly. Duplicate one first, then share the copy — the Edit dialog will tell you the same thing.

Classic (Legacy) Report differences

If you are comparing a report here against the same report in Classic, you may find the row counts don't match. Three differences are intended, and in each case the new number is the correct one. They are not bugs, and the numbers won't be changed back.

1. Reports only show the Companies you belong to

What you'll see. A report returns fewer rows than the Classic version of the same report — and two colleagues on the same account can see different totals for the same report.

Why the new number is right. Every report is scoped to the Companies your user is a member of. Many Classic reports had no company restriction at all unless you explicitly picked a company from a dropdown, so leaving it blank returned every Company on the account — including ones you were never meant to see. The new reports apply that boundary consistently, everywhere, without you having to remember to set it.

In practice the gap is usually small and traces to one or two Companies. In one measured example, a Claims report returned 116 rows in Classic and 115 here; the single missing row belonged to a Company the user wasn't a member of.

What to do. If you're expecting rows you can't see, ask an administrator to check your Company membership.

2. The "Can only view own projects and customers" permission applies to reports

What you'll see. Two users with the same job title get different rows — a sales rep sees only their own projects where a manager sees all of them.

Why the new number is right. If a user has the Can only view own projects and customers permission enabled, reports now respect it: they see a project only if they're on that project's team or are the rep on the customer's account. That's how the rest of Contractors Cloud has always treated that permission — Classic reports skipped the check, which meant a restricted user could read data through a report that they couldn't open directly.

What to do. If someone is seeing less than you expect, check whether that permission is enabled on their user, and whether they're actually on the project team.

3. The Referral report shows more rows, and some Referrers are blank

What you'll see. The Referral report returns more rows than Classic did — and a couple of them have an empty Referrer.

Why the new number is right. This one is a fix. The Classic report quietly dropped a referred project from the results if the referring contact record had since been deleted, or if the project simply had no Lead Source set — which has nothing to do with referrals at all. Those were real referrals that the old report wasn't counting. The new report keeps them and leaves the Referrer blank where the contact is gone.

What to do. Nothing — the extra rows are genuine referrals. If a blank Referrer bothers you, the referring contact was deleted at some point and can be re-linked on the project.

Good to know

Your changes are yours. Adjusting the columns or filters on a ready-made report changes your copy of it, not everyone's. Reset to default puts it back.
Filters need Save; everything else doesn't. Columns, sorting, totals, summary cards, and rows-per-page all save the moment you set them. Filter conditions only apply when you click Save.
Custom reports carry a green Custom chip, so you can tell at a glance which reports came from Contractors Cloud and which your team built.
Exports and schedules always follow the report's current setup. There's no separate column or filter selection to keep in sync.
An empty table isn't necessarily a problem. Check the Filters badge first — a saved condition from a previous session is the most common reason a report reads No Data.