Accounting Reports
RouteBot provides comprehensive financial reports to help you understand your transportation business performance. Generate reports for contracts, payments, expenses, and more.
Accessing Reports
- Click Accounting in the main navigation
- Select the Reports tab
- Choose the report type you need
Available Reports
Contract Reports
View summaries of your service contracts:
- Total contracts by period
- Contract amounts and balances
- Outstanding payments
- Payment status breakdown
Payment Reports
Analyze incoming payments:
- Total payments received
- Payments by date range
- Payment methods breakdown
- Collection rate analysis
Expense Reports
Track business expenses:
- Total expenses by category
- Monthly expense trends
- Expense comparisons
- Budget analysis
Balance Reports
Understand outstanding amounts:
- Total receivables
- Overdue payments
- Aging reports
- Collection priorities
Generating Reports
Date Range Selection
Most reports allow you to filter by date:
- Select the start date
- Select the end date
- The report filters to that range
Service Period Filter
Filter reports by service period:
- Select the education year/term
- Report shows only that period
- Useful for term-by-term analysis
Other Filters
Depending on the report, you may filter by:
- School (for multi-school operations)
- Payment status
- Contract status
- Expense category
Understanding Report Data
Summary Sections
Reports typically include:
- Total figures
- Averages
- Counts
- Status breakdowns
Detail Sections
Drill down into:
- Individual transactions
- Specific contracts
- Detailed line items
Charts and Graphs
Visual representations of:
- Payment trends
- Expense distribution
- Balance aging
Common Report Uses
End of Month Review
Generate reports to review:
- Payments received this month
- Outstanding balances
- Expenses incurred
- Net position
Parent/Student Statements
Create reports showing:
- Contract details
- Payment history
- Current balance
- Upcoming dues
Financial Planning
Use reports for:
- Budget preparation
- Cash flow forecasting
- Expense management
- Revenue projections
Compliance and Auditing
Keep reports for:
- Financial records
- Tax documentation
- Audit trails
- Regulatory compliance
Exporting Reports
Export Options
Reports can typically be exported as:
- PDF documents
- Excel spreadsheets
- CSV files
How to Export
- Generate the desired report
- Click the Export button
- Select the format
- Download the file
Report Best Practices
Regular Generation
- Generate reports consistently (weekly/monthly)
- Keep historical records
- Compare periods over time
Data Verification
- Check report totals match expectations
- Verify against bank statements
- Investigate discrepancies
Sharing Reports
- Share with stakeholders as needed
- Maintain confidentiality
- Use appropriate formats
Archiving
- Save important reports
- Organize by period
- Keep for required retention periods
Customizing Views
Column Selection
Some reports allow you to:
- Choose which columns to display
- Reorder columns
- Sort by different fields
Grouping
Group report data by:
- School
- Date
- Category
- Status
Sorting
Sort reports by:
- Date (newest/oldest)
- Amount (highest/lowest)
- Name (alphabetical)
- Status
Troubleshooting Reports
"Report shows no data"
- Check date range settings
- Verify filter selections
- Ensure data exists for the period
- Check your access permissions
"Numbers don't match expectations"
- Review filter settings
- Check for excluded items
- Verify date ranges
- Look for data entry errors
"Report won't export"
- Try a different format
- Check browser settings
- Reduce report size if very large
- Contact support if persistent
"Missing transactions"
- Check the transaction dates
- Verify they were saved
- Look in different periods
- Check filter settings
Next Steps:
- Contracts - Review contract management
- Payments & Receipts - Track payments
- Expenses & Refunds - Manage expenses