How to Read the Cash Flow Report?
Profit is not the same as cash. The Cash Flow report shows the real money that entered and left your business during a period — what you actually collected, what you actually paid out, and the net difference. Use it to answer the everyday question every rental owner asks: did we bring in more than we spent this month?
Unlike the Profit & Loss Statement, which measures earnings, Cash Flow tracks movement of money — payments received, security deposits held and returned, expenses paid, and bills settled to vendors.
Access. Cash Flow lives in the Financials suite, which is part of the Accounting & Financials add-on. You’ll only see it if your organization subscribes to that module and your role has the reports (read) permission.
Open the Cash Flow Report
- Go to Financials from the main navigation.
- In the left sidebar, under Overview, click Cash Flow.
Choose a Time Period
At the top right, use the period dropdown to set the window you want to review. The report defaults to This Month.
Available periods:
| Preset | Covers |
|---|---|
| Today | The current day |
| Yesterday | The previous day |
| This Week | The current calendar week |
| This Month | The current calendar month (default) |
| Last Month | The full previous month |
| This Quarter | The current quarter to date |
| This Year | The current year to date |
| Last Year | The full previous year |
Every figure on the page — the KPI cards, the breakdown, and the trend — refreshes to match the selected period.
Read the Three KPI Cards
At the top, three cards give you the headline numbers at a glance:
- Money In — total cash that came in during the period (shown in green).
- Money Out — total cash that went out during the period (shown in red).
- Net Cash Flow — Money In minus Money Out. It shows green when you’re cash-positive and red when more went out than came in.
Understand the Breakdown Table
Below the cards, the breakdown table itemizes exactly what makes up each headline number.
Money In
| Line | What it means |
|---|---|
| Payments Collected | Customer payments received against orders and invoices in the period |
| Security Deposits Collected | Refundable deposits taken from customers (shown only when there were any) |
| Total In | Sum of the Money In lines |
Money Out
| Line | What it means |
|---|---|
| Expenses Paid | Operational expenses recorded in the period |
| Vendor Payments | Payments made to vendors against their bills (shown only when there were any) |
| Security Deposits Refunded | Deposits returned to customers (shown only when there were any) |
| Total Out | Sum of the Money Out lines |
The table ends with a Net Cash Flow row that matches the KPI card.
Why deposits appear on both sides. A security deposit is your customer’s money that you hold. Collecting one is real cash coming in; refunding one is real cash going out. That’s why they show under Money In when taken and Money Out when returned — even though a deposit isn’t income.
Empty lines are hidden. If a category had no activity — no deposits collected, no vendor payments, no refunds — that row simply doesn’t appear for the period. A shorter table just means fewer types of money moved.
Review the Monthly Trend
When the selected period spans multiple months, a Monthly Trend table appears below the breakdown. It lists each period with its Inflow, Outflow, and Net, so you can spot which months ran cash-positive and which didn’t.
Export to Excel
Click Export at the top right to download the current view — KPIs, breakdown, and trend — as an Excel file. The export always reflects the period you have selected, so set the period first, then export.
What Cash Flow does not include. This report tracks money that has actually moved. Invoices you’ve raised but not yet collected are not here — track those in Receivables & Aging. Vendor bills you owe but haven’t paid live in Vendor Payables.