Financial Reports
The reports under "Operations" break down appointments, income, and expenses from different angles: booking volume, booking times, channels, customers, services, staff, the financial overview, and profit and loss. This article explains what each report calculates and how to filter and export it. To record income and expenses outside appointments, see Finance Records.
In this guide
- Open any report, choose a period and filters, then export it as a CSV
- Learn what each report tracks
- Understand that "Appointment revenue" is based on payments actually collected, not appointment status
- Understand that reports assign amounts to the month of the service date, and later refunds are deducted from that month
Who can view this
Only the Owner and Admins can view the pages below.
Open, filter, and export a report
Open any report from Operations
In the sidebar, click Operations, then click a report card to open that report.
Choose a period, filter, then export
Using the Revenue report as an example:
- Choose a period 1, such as This month. In Compare, select Previous period or Same period last year, or pick a custom range on the calendar.
- On the Details tab, filter with the Source buttons 2, or search by customer, service, or note.
- Click Export 3 to save a CSV. The export applies the current period, source filter, and search. When the export finishes, a Download .csv button appears at the top of the screen. The notification center also keeps a link, which is valid for 7 days.
On a phone, sort with the Sort menu above the table.
What each report shows
| Report | What it shows | Export |
|---|---|---|
| Booking overview | Booking volume, cancellation rate, no-show rate, statuses, and bookings by day | None |
| Booking times | When bookings come in and how far ahead people book | None |
| Booking channel analysis | Appointment count, completions, cancellations, and new customers for each booking channel | CSV |
| Customer value | Visits, revenue and gross profit, and average order value for each customer (click a row to open the customer's details) | CSV |
| Service profitability | Quantity, revenue, cost, gross profit, profit margin, average price, and average cost for each service (click a row to open that service's appointment list) | CSV |
| Staff performance | Services performed, revenue and gross profit, and average revenue for each staff member (click a row to open that staff member's appointment list) | CSV |
| Financial overview | Monthly income, expenses, and net profit, plus other income and expenses by category | None |
| Revenue report | The period's profit and loss statement (which you can compare with the previous period), plus details of every appointment and other income or expense entry, with source filters and search | CSV |
For the three reports without an export: to get appointment-level data, export the appointment list (see Confirm, Cancel & Reschedule). To get individual income and expense entries, export the Revenue report or Finance Records.
Booking overview
- Bookings received uses the created date (the day the customer submitted the booking or someone added it in the dashboard) and includes bookings canceled later.
- Appointments in period uses the appointment date (the service day) and includes appointments already scheduled after today. While the period is still in progress, it shows past and upcoming counts. It's compared with the previous period only after the period ends.
- Cancellation rate = canceled ÷ appointments in period. No-show rate = no-shows ÷ (completed + no-shows). Appointments that haven't happened yet aren't in the denominator.
- Click a number card to open the matching appointment list: Bookings received by created date, including canceled bookings; Appointments in period by appointment date; Cancellation rate and No-show rate list only canceled or no-show appointments. To export, see Export appointment records.
- Appointment status shows the share of Completed, Confirmed, Pending, No-show, and Canceled appointments as a ring chart. Click a status to open the appointments with that status.
- Bookings by day switches between By created date and By appointment date. The "By channel", "New and returning customers", "By service", and "By staff" sections below switch with it. Click a bar to open the appointments for that period. The dashed line is Last period, daily average. A new customer is someone booking with you for the first time. When an appointment includes several services, each service counts once.
Booking times
- When bookings come in: a heatmap by day and hour created, where the cell color shows the number of bookings. When you switch to By appointment date, it shows the busiest appointment times instead.
- How far ahead people book: the number of days from booking to appointment date, grouped into same day, 1–3 days, 4–7 days, 8–14 days, 15–30 days, and 31+ days. If any appointment was created after its appointment date, it's listed separately as "Added afterward". The link below takes you to the Minimum notice and Booking window settings.
Booking channel analysis
This report counts appointments of every status by appointment date, grouped into the 4 channels below by how they were created. Appointments with no recorded channel are listed as "Not recorded".
- Web: Appointments customers booked on their own on your booking page (
your-name.dolyu.app). - LINE App: Appointments customers booked through the booking page built into your LINE Official Account.
- LINE Chat: Appointments customers booked directly in the LINE chat using conversational booking.
- Dashboard: Appointments you or your team members created in the dashboard, such as bookings taken by phone or in person.
The Bookings by day, by channel chart above stacks each channel into one bar. Lighter colors are appointments scheduled after today. Click a bar to open the appointments for that period. The channel totals are compared with the previous period only after the period ends.
For each channel, the table lists the number of appointments, share, completed, canceled, cancellation rate, and new customers. Click a row to open that channel's appointment list for the same dates. To save a CSV, click Export at the top right.
Service profitability
- Gross profit = revenue from services with a cost set − total cost.
- Profit margin = gross profit ÷ revenue from services with a cost set.
- Services without a cost set aren't included in gross profit or profit margin. A notice below the cards shows this revenue; click Set service costs to add the missing costs. In the table, these services are marked No cost set, and their gross profit, profit margin, and total cost show "—". A cost of 0 is counted as zero cost.
- Appointment revenue is the amount actually collected (net of refunds), regardless of appointment status. Appointments with no payment collected aren't included.
- Total cost is prorated by how much of the amount due was collected. If a customer paid only a deposit, only the same share of the cost is counted.
Customer value
- Totals visits, revenue, gross profit, and average order value by customer. Click a row to open the customer's details.
- Visits and revenue: two stacked bars show the number of customers (top) and revenue (bottom), split by how many times each customer came in during the period (1, 2, 3–5, or 6+ visits). Compare the width of the same segment on both bars to see how much revenue repeat customers bring in.
- Gross profit only includes services with a cost set. When some revenue has no cost set, a notice below the cards shows the amount.
- Appointments with no linked customer (for example, created in the dashboard without a customer selected) aren't included in this report.
Staff performance
- Totals services performed, revenue, gross profit, and average revenue by the staff member who actually performed the service. Calculations match Service profitability. When some revenue has no cost set, a notice below the cards shows the amount.
- Click a staff member's row to open their appointment list for the same dates.
Financial overview
- Periods are in months: Last 3 months, Last 6 months (default), Last 12 months, and This year.
- The four cards are Appointment revenue (with gross profit and cost), Other income, Other expenses, and Net profit (total income − total expenses, compared with the previous period).
- Monthly revenue & expense trend: bars for each month's total income and total expenses, plus a net profit line.
- Other expenses and other income by category: listed from largest to smallest. Click Finance records to open finance records for the same period and type. To record an entry directly, click New entry at the top right.
Revenue report
- Profit & loss tab: Three cards at the top show Total income, Costs and expenses, and Net profit. Below them are the profit and loss statement and a bar chart of income and expenses. In the statement, expand Appointment revenue to see each service category, and expand Other income or Other expense to see each category.
- Comparison with the previous period: On by default, which adds previous-period and change columns to the statement. If you don't need it, click ✕ on the right of the Compare field to turn it off.
- Appointment cost is calculated automatically by allocating service costs in proportion to the amount collected. Other income and Other expense are the entries you record in Finance records, such as rent, inventory, or supplies.
- Click an underlined item in the statement to switch to the Details tab with the matching source and category applied. Service categories can't be clicked. To see figures for each service, open Service profitability.
- Details tab: Entries are grouped by date, with each day's net amount on the right of its heading. Filter by Source or search; the total at the bottom covers the current filters. Click an appointment to open "Appointment details". Click any other income or expense entry to edit it directly.
- CSV export: One row per appointment, with columns for date, source, item (customer or category), description (service and staff, or note), payment method, income, and cost / expense.
How dates and refunds are counted
Amounts in Service profitability, Customer value, Staff performance, Financial overview, and the Revenue report are based on the appointment's service date (in your business's time zone), not the day a payment or refund was made:
- Appointment revenue and cost count on the service date: For an appointment on Mar 28 with a deposit collected on Mar 20 and the balance collected on Apr 2, both payments count in March.
- Refunds are deducted from the month of the service date: Refunding a March appointment in April lowers March's revenue. Fully refunded appointments don't appear in Service profitability, Customer value, Staff performance, or the Revenue report. Booking channel analysis counts appointments, so refunds don't affect it.
- Other income and other expenses count on the date you enter.
If a refund is issued after you export a month, a new export of that month shows different numbers. Note the export time when you reconcile.
Common questions
Why did the revenue for a past month go down?
Usually because of a later refund. Refunds are deducted from the month of the original service date (see How dates and refunds are counted).
Do I enter the "Cost" in Service profitability and Staff performance myself?
Yes. Cost comes from the cost you set for each service in Add Services & Pricing. The reports allocate it in proportion to the amount collected.
Why are some customers missing from the Customer value report?
Appointments with no linked customer (for example, created in the dashboard without a customer selected) aren't included in Customer value. They still count in the Dashboard Overview and Service profitability.
Why doesn't the Service profitability total match "Total income" in the Revenue report?
Total income in the Revenue report also includes the other income you record, while Service profitability covers appointments only. To compare them, expand Appointment revenue in the statement and look at its service categories.
Are amounts in the CSV export tax-inclusive or tax-exclusive?
Dolyu doesn't calculate tax. The export contains the collected amounts and costs you recorded.
Troubleshooting
| Issue | Cause and fix |
|---|---|
| Report numbers don't match the Dashboard | First check that both use the same period. Customer value doesn't include appointments with no linked customer |
| Can't find the "Export" button | Booking overview, Booking times, and Financial overview have no export. In the other reports, Export is at the top right of the page |
| A staff member's performance report is empty | Staff performance counts only appointments with a payment collected. Check that the staff member had paid appointments in this period. Appointments with no staff member assigned aren't attributed to anyone |