TripWorks reports turn your bookings, payments, and activity data into the numbers you need to run the business — for accounting, for marketing, and for cash flow. This guide explains the report families and, just as importantly, which report answers which question, so you pick the right one the first time.

You'll find all of them under Reports, each with a date range you choose.

The big distinction: Sales vs. Finance

Almost every reporting question comes down to one difference:

• Sales reports show the value of what you sold in a period — the total value of products and services, regardless of how much money was actually collected at the time.
• Finance reports show the money that actually changed hands in a period — payments received and refunds issued, regardless of when the activity happens or when the funds hit your bank.

If you're on accrual accounting (revenue recognized when the service is delivered), you'll lean on Sales reports. If you care about cash flow (money in and out), you'll lean on Finance reports. They're supposed to differ — see Why don't my report totals match? for exactly why.

The report families

Executive Summary

A snapshot of your business pulling key numbers from across the other reports — comparable to an end-of-day "Z report," but for any date range you choose. Great for a quick read on how a day, week, or season went. The sales card shows the percentage change in net sales against the previous period. For a whole month it compares with the previous month, for a range that starts on January 1 it compares with the same stretch of the previous year, and for any other range it compares with the same number of days just before your range. There's also a daily version delivered to your inbox — see the Daily Executive Summary report.

Gross sales and net sales: which report shows them

Executive Summary shows both Gross Sales and Net Sales for any date range. Sales Summary shows Net Sale, the amount you earned, which leaves out discounts, promo codes, surcharges, fees, tips, and government taxes, so it is before tax. Sales Detail has a Gross Subtotal column (the total before promo codes and reseller commission) and a Net Sales column that is hidden by default; turn it on in the column picker. Net Sales in Sales Detail adds up activities, products, add-ons, and any taxes you've set to count as revenue, such as VAT.

Sales reports

The value of everything sold in a period, with paid vs. outstanding balances. Common cuts:

• Sales Summary — sales created, focused on subtotal, net sale, and outstanding balance. Net Sale is what you earned: it leaves out discounts, promo codes, surcharges, fees, tips, and government taxes, so it is before tax.
• Sales Detail — every available field: activity details, sale date, customer, travelers, totals, and more.
• Sales Conversions (under Marketing in the left menu, named Conversions) — e-commerce sales where the buyer abandoned the cart and later completed the purchase.
• Sales Underpaid — sales with a balance still due.
• Sales by Team Member — sales grouped by who created them.
• Sales by Method — sales grouped by how they were booked (walk-up, online, reseller, and so on).

Finance reports

The actual transactions and payouts in a period — money received and refunded. Common cuts:

• Finance Detail — every transaction and payout field: sale date, payment date, method, tips, fees, and more.
• Finance by Type — grouped by payment method (cash, check, credit card, voucher…).
• Finance Payouts — paid and in-transit deposits to your bank account (see Using the payout report).
• Finance Transfers — transfers between TripWorks and your account: chargeback fees, subscriptions, rebates, and other adjustments.
• Finance Tips — tips received from customers.

To check your credit card processing volume for a period, run a Finance report over the date range you want — it totals the card transactions processed in that window.

Processing fees and card details on each payment

Finance Detail has one row per payment. It always shows the payment Type (credit card, cash, and so on), the card's Last 4, the Device it was taken on, and the Net Amount. More columns are hidden by default. Open Columns on the right side of the report to turn them on:

• Fee Detail: Account Fee Total (the processing fee charged to you), Guest Fee Total (the fee paid by the guest, if you pass fees on), and Fee Total.
• Fee Rates: the fixed and percentage fee rates that applied to that payment, for you and for the guest.
• Card Present: whether the card was tapped, dipped, or swiped in person rather than typed in or paid online.

Reports don't have a card brand column, so you can't split totals by Visa, Mastercard, or American Express. Save the report as a Custom report once the fee columns are on, so they're there every time you open it.

Tax & Surcharge reports

The taxes and surcharges you collected in a period — summarized, in detail, or grouped by trip. See also Set up taxes and surcharges.

Open Reports and select Taxes & Surcharges under Additional Reports. The summary has one row per tax or surcharge and four columns: Non-Taxable Sales, Taxable Sales, Total Sales (the first two added together), and Tax Amount. By default it groups sales by the date the activity was delivered.

A sale counts as non-taxable for a tax when that tax charged nothing on it. That happens when a booking is tax-exempt, when the tax is set to start exempt on new trips, or when the tax doesn't apply to that activity, product, add-on, or booking channel. So a non-taxable total can be real sales, not an error. See Set up taxes and surcharges for where each tax applies.

Activity reports

What you sold or delivered, by activity — including passenger counts and add-ons. Cuts include Activity Detail, By Activity, Ticket Types, Locations, By Date, Add-Ons, and Not Scheduled (unscheduled or canceled activities in the period).

Direct and online availability (the By Date report)

The By Date report under your Activities reports shows, for each activity and date, how many spots were still open, split three ways:

• Online Availability is the open spots on timeslots set to Open or Open (no cutoff). Guests can book these on your website, and your team can book them too.
• Direct Availability is the open spots on timeslots set to Private. Only your team can book these, for example for walk-ups, phone bookings, or a private group.
• Total Availability is the two added together.

Closed and Cancelled timeslots aren't counted in any of the three. The report also shows Capacity and Pax (guests booked) for the same dates. To change which bucket a timeslot falls into, change its status. See Opening & closing timeslots.

Resource reports

Under Reports, the Resources group has Summary and Detail. They show how your resources (vehicles, equipment, and anything else you've set up as a resource) were used in a period, by the date of the trip: which resource, which activity and start time, how many trips and guests, and the total minutes used.

Guides only appear here if you've set them up as resources. Guides you assign to timeslots from the Calendar's Guides tab aren't resources, so they don't show in any report. To see who ran which departures, turn on the Guide column on the Manifest and export it to CSV for each day, or set your guides up as resources if you need guide usage in Reports. See Resources and resource groups.

Marketing reports

The Marketing group includes Sources, Keywords, Ad Groups, Device Types, Ad Campaigns, and Ad Positions. These all list the same bookings. What changes is how they're grouped:

• Sources groups bookings by marketing source, such as Google, Facebook, or email.
• Ad Campaigns groups them by the campaign value on the guest's landing link (utm_campaign, campaignid, or cmp).
• Ad Groups groups them by the ad group value (adgroupid or adg).
• Ad Positions groups them by the ad position value (pos).
• Keywords and Device Types group them by the keyword and device values.

(None) means the bookings in that row had no value for that field, usually because the guest's landing link didn't carry that parameter, or because the booking was made by your team or came in another way, such as a reseller. See Marketing attribution & UTM tracking for how these values are captured.

The Reviews report lists reviews written in a period, by the date the guest wrote it. It includes the reviews guests leave through your TripWorks review requests and, if you've added your Tripadvisor link, reviews imported from Tripadvisor. The Source column shows which one each review came from. See Collecting guest reviews.

Payout reports

The deposits TripWorks makes to your bank account. A payout groups transactions from a few days earlier, so payout totals deliberately won't line up with same-period Sales or Finance reports — see Using the payout report and Why don't my report totals match?.

Operations reports

Day-to-day records rather than money. Under Reports, the Operations group has Notes, Custom Fields, and Waivers. The Waivers report lists waivers signed in a period, based on the date each guest signed. It shows the ID, when it was signed, first and last name, email, phone, and date of birth, plus the booking it belongs to, and you can download it as a CSV. The phone number is the one the signer typed on the waiver.

Group by day of week

The Group By menu at the top of a report offers day, week, month, and year (plus location if you have more than one), but not day of the week. Detail reports carry weekday columns you can group by yourself instead:

• Weekday (Sold) is the day of the week of the activity date. For a trip with several activities, it's the date of the last one.
• Weekday (Created) is the day of the week the booking was made.

To group by one of them, open a detail report such as Activities Detail or Finance Detail, open Columns on the right side, and drag Weekday (Sold) or Weekday (Created) into the Row Groups area. The rows collapse into Monday through Sunday with totals for each. Save it as a Custom report to keep the layout.

Filter or group by activity start time

Activities Detail has a Time column with each booking's start time. To look at a time window, such as 8 to 11 AM, open the filter on the Time column and tick the start times you want. The report's totals update to match. You can also drag Time into Row Groups to see totals for each start time. Sales Detail has a similar Timeslot column.

Group By Hour on the Sales Summary report is something different: with Date Created selected as the date, it shows the hour of the day bookings were made, which tells you when guests buy rather than when they go.

Custom reports

Run any report, change its columns, filters, and sorts, then select the save icon to keep it as a Custom report. Give it a name, add notes, and tick Share this report with other team members if others should see it. A saved report remembers its column choices, including columns you hid, so it opens the way you left it. To change it later, open it and choose Update this custom report. Saved reports are listed under Custom in the Reports menu.

What a saved report remembers (and what it doesn't)

A custom report saves the layout of the report, not a fixed period. It keeps:

• the base report it was built from
• your columns, including their order, widths, and any you hid
• your column filters
• the Group By setting (day, week, month, and so on) and whether the total row is on
• which date the report is based on, such as the activity date or the payment date
• the accounts selected, if you report across more than one account
• its name, notes, and whether it's shared

It doesn't save the date range. Each time you open a custom report, it runs for a default period and you set the dates you want with the date picker:

• Opened from the Custom reports list, it covers the current month to date after the 15th of the month, or all of last month on or before the 15th.
• Opened from the Reports menu, it covers the past month up to today.

This keeps one saved report useful every period: save it once, then pick the week or month you're closing each time you run it. Changing the dates doesn't change the saved report, so there's nothing to update afterward.

Get your numbers into QuickBooks or other accounting software

TripWorks doesn't connect directly to QuickBooks, Xero, or other accounting software, so nothing syncs on its own. You bring your numbers over in one of three ways.

Export reports and record the totals

This is what most operators do. Run each report for the period you're closing (a day, a week, or a month), select the Download icon on the report to save it as a spreadsheet, and record the totals in your accounting software, for example as one journal entry per period. The reports that map to your books:

• Revenue (accrual): Sales Summary or Sales Detail, run by activity date.
• Money collected and refunded (cash basis): Finance by Type for totals by payment method, or Finance Detail for every transaction with its tips and fees.
• Sales tax and surcharges you owe: the Taxes & Surcharges summary.
• Bank deposits: Finance Payouts. Each payout matches one deposit in your bank feed, and the download includes the transactions behind every payout, which makes reconciling straightforward.
• Fees and adjustments: Finance Transfers for chargeback fees, subscriptions, rebates, and other adjustments.
• Tips: Finance Tips, if you pay tips out to staff.

Save each one as a Custom report with the columns your bookkeeper wants, so it opens the same way every period.

Automate with Zapier

TripWorks' Zapier triggers include Payment Created (each payment or refund) and Payout Created (each payout sent to your bank). Zapier connects to accounting apps such as QuickBooks Online and Xero, so you can build a Zap that records each payment or payout there. You build and maintain the Zap in your own Zapier account. See Set up your Zapier integration and the Zapier triggers and data fields.

Build your own with the API or webhooks

If you have a developer, the TripWorks REST API and webhooks can feed payment and payout data into your accounting system. Webhooks send a message the moment a payment, refund, or payout happens.

Which report should I use?

• "How much did we sell this month?" → Sales report (run by date created for marketing, or by activity date for accrual).
• "How much money came in this week?" → Finance report.
• "What hit my bank account?" → Payout report.
• "How much tax did we collect?" → Tax & Surcharge report.
• "What do I give my bookkeeper?" → see Get your numbers into QuickBooks or other accounting software.
• "How did each tour perform?" → Activity report.
• "How's the business doing overall?" → Executive Summary or the Business Analysis dashboard.

Frequently asked questions

Related

• Why don't my report totals match?
• The Daily Executive Summary report
• Understanding your Business Analysis dashboard