Reports & Analytics
Exporting Reports - Download Your Data
Export your data from Dashboard → Reports, then click the Export button. Choose Payments CSV, Refunds CSV, AR Aging CSV, Excel Workbook, Executive One-Pager PDF, or CSV Suite. Downloads are generated on-demand.
Export your RecSystems data for accounting, deeper analysis, or record-keeping. Multiple formats are available depending on your needs.
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Accessing Exports
From Reports
- Go to Dashboard → Reports in the navbar
- Set your desired date range
- Click Export or find the Export Center
Export Center
The Export Center panel shows all available export options for the current date range.
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Export Formats
CSV (Comma-Separated Values)
Best for: Spreadsheet analysis, importing into other software
Available CSV exports:
| Export | Contents |
|---|---|
| Payments CSV | All charges with booking details |
| Refunds CSV | All refunds with reasons |
| AR Aging CSV | Outstanding balances by age |
Excel Workbook
Best for: Comprehensive reporting, accountants, analysis
Includes multiple sheets:
| Sheet | Contents |
|---|---|
| Summary | Key metrics overview |
| Series | Daily data points |
| Per Account | Account breakdowns |
| Per Unit | Unit performance |
| Per Order | Individual transactions |
| Payload | Data verification (checksum, timezone, versions) |
Executive One-Pager PDF
Best for: Executive reporting, sharing with stakeholders
Includes: - Headline KPIs - Trend summaries - Key insights - Professional single-page formatting
CSV Suite (ZIP)
Best for: Complete data package, archival
Contains: - All CSV files - JSON payload - Checksum file for verification
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Generating Exports
Step by Step
- Select date range — Choose the period you want
- Choose format — Click the export type you need
- Wait for generation — Large exports take a moment
- Download — Click the download link when ready
Generation Time
| Export Size | Typical Time |
|---|---|
| Small (30 days) | Instant |
| Medium (90 days) | 5-15 seconds |
| Large (1 year) | 30-60 seconds |
A spinner indicates generation in progress.
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Export Contents
Exports are formatted for spreadsheet review. If a customer name, note, or other text field starts with a spreadsheet formula character, RecSystems formats it as text so opening the file does not change the value.
Payments CSV
Each row represents a payment with:
| Column | Description |
|---|---|
| Date | Payment date |
| Amount | Amount charged |
| Cart ID | Order reference |
| Customer | Customer name |
| Customer email | |
| Units | What was rented |
| Payment Method | Card type |
| Stripe ID | Transaction reference |
Refunds CSV
Each row represents a refund with:
| Column | Description |
|---|---|
| Date | Refund date |
| Amount | Amount refunded |
| Original Payment | Original charge ID |
| Reason | Refund reason (if provided) |
| Cart ID | Order reference |
Per-Unit CSV
Performance metrics per unit:
| Column | Description |
|---|---|
| Unit | Unit name |
| Fleet | Fleet name |
| Orders | Number of bookings |
| Gross | Total revenue |
| Refunds | Refunded amount |
| Net | Net revenue |
| Utilization | % of time booked |
| RevPAUH | Revenue efficiency |
| Health Grade | A-F score |
AR Aging CSV
Outstanding balances by age bucket:
| Column | Description |
|---|---|
| Customer | Who owes |
| Total Due | Amount outstanding |
| 0-7 days | Current |
| 8-14 days | 1-2 weeks old |
| 15-30 days | 2-4 weeks old |
| 31-60 days | 1-2 months old |
| 60+ days | Over 2 months |
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Using Exports
For Accounting
Recommended workflow:
- Export Payments CSV for revenue
- Export Refunds CSV for adjustments
- Reconcile with bank statements
- Use AR Aging to track collections
For Tax Preparation
- Select full tax year date range
- Export Excel Workbook for comprehensive data
- Summary sheet has totals needed for taxes
- Per-Order sheet provides detail for review
For Analysis
- Export CSV files
- Import into Excel, Google Sheets, or analysis tools
- Create custom charts and pivot tables
- Compare to prior periods
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Data Security
Download Links
- Links are time-limited for security
- Links are signed (cannot be modified)
- Expire after a short period
- Generate new export if link expires
Data Verification
Excel and ZIP exports include: - Payload checksums - Generation timestamps - Data integrity verification
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Troubleshooting
Export won't generate
- Check your internet connection
- Try a smaller date range
- Refresh the page and try again
- Contact support if persists
Link expired
- Export links are temporary
- Generate a new export
- Download promptly after generation
Data looks wrong
- Verify date range is correct
- Check filter settings (test mode, etc.)
- Compare to dashboard metrics
- Contact support with specifics
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Best Practices
Regular Exports
- Export monthly for accounting
- Keep quarterly archives
- Annual export for tax records
Before Exporting
- Set correct date range
- Review filters (all data vs. filtered)
- Verify amounts match expectations
After Exporting
- Open and verify contents
- Save to secure location
- Back up important exports
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Related Articles
Need more? Search the live help desk or email wecare@recsystems.com.