Filtering, Drilling Into, and Exporting Reports
Every report on the Reports hub starts as a broad summary of the Last 30 Days. The real value comes from shaping it: change the date range, filter to a category or customer segment, click a figure to see the individual orders behind it, then export the finished view to a spreadsheet you can share. The controls work the same way on every report, so once you learn them once you know them everywhere.
Access. Reports live behind the Reports & Analytics subscription module and the
reports.readpermission. If you don’t see Reports in the menu, ask your administrator to enable the module and grant you access.
The Report Toolbar
Open any report from the hub (for example All Your Products or Your Money Makers) and you land on its table view. At the top right you’ll find three buttons that control everything on the page:
| Button | What it does |
|---|---|
| Show Filters / Hide Filters | Opens or closes the filter panel below the header. |
| Refresh | Re-pulls the latest live data for the current filters. |
| Export | Downloads the current report as an Excel file. Disabled when there are no rows to export. |
A small date-range chip sits next to the report title (for example Last 30 Days) so you always know which period the numbers cover.
Filtering a Report
1. Open the filter panel
Click Show Filters. A panel drops down with a common set of filters at the top and extra, report-specific filters below — the app only shows the filters that make sense for the report you’re in.
2. Set the date range
The Date Range dropdown is the filter you’ll reach for most. Every report offers the same presets:
| Preset | Covers |
|---|---|
| Last 7 Days | The past week |
| Last 30 Days | The default period |
| Last 3 Months | The past quarter |
| Last 6 Months | The past half-year |
| Last 12 Months | The trailing year |
| Current Year | January 1 to today |
| Previous Year | All of last year |
| Custom Range | Two dates you pick yourself |
Choosing Custom Range reveals From Date and To Date pickers.
Two limits on custom dates. You can’t pick a date in the future, and you can’t go back more than five years (this keeps large reports fast). If you set a From Date later than the To Date, Rentablez nudges the other date to match so the range always makes sense.
3. Narrow by category, status, and more
Below the date range, the shared filters let you focus the report:
- Search — type a name or ID to match specific rows.
- Categories — pick one or more asset categories; leave it empty for all.
Then, depending on the report, extra sections appear:
- All Your Products, Your Money Makers, and Asset Utilization add an Asset Status filter (Available, In Service, Damaged, Decommissioned).
- Asset Utilization adds a Utilization section — set a Min % and Max %, choose a Sort By (Utilization, Efficiency, Revenue, or Turnover), and toggle the Service & Repair, Location, and Trend analyses.
- Customer Analytics adds a Customer Filters section — pick specific customers, a Customer Segment (High, Medium, Low, or All value), a Lifecycle Stage (New, Returning, Loyal, At Risk, Churned), and a Min Order Value.
- Your Money Makers adds a Revenue section — set Group By (Daily, Weekly, Monthly, Quarterly, Yearly) and toggle Paid Invoices Only.
Filters apply as you go. There’s no “Apply” button — the table and its summary cards update the moment you change a filter, and the page returns to the first row of results. Use Refresh only when you want to re-check for brand-new data.
4. Start over
Click Clear Filters to reset every filter on the report back to its defaults (Last 30 Days, no category or status filters), or Close to collapse the panel without changing anything.
Reading the Summary and Table
Under the toolbar, a row of summary cards gives you the headline numbers for the current filters — totals like revenue, orders, and average utilization that change as you filter. Below that is the report table itself:
- Sort any sortable column by clicking its header.
- Page through results using the pager at the bottom.
- Utilization shows as a colored bar plus a percentage, and asset status appears as a colored badge, so you can scan performance at a glance.
Drilling Into a Number
Some figures are clickable and open a detail drawer so you can see the exact records behind a total — no need to leave the report.
Order breakdown
On All Your Products, the Invoiced amount and the Orders count are clickable (they show a dotted underline). Click either one to open an Order Breakdown drawer for that product. It lists every contributing order with its reference, customer, start and end dates, rental days, quantity, invoiced and collected amounts, and status — with a total row at the bottom. Each order reference is a link that jumps straight to that order.
The order breakdown respects the report’s current date range, so you only see orders from the period you’re viewing.
Service & repair history
On the Service & Repair Report, click a Service Cost figure to open a Maintenance History drawer for that asset, showing the individual service records that make up the cost.
Jump to the asset
On All Your Products, clicking a product row takes you to that item’s stock page, where you can manage the asset directly.
Exporting to a Spreadsheet
When your report shows exactly what you want, click Export. Rentablez builds an Excel (.xlsx) file of the current results — columns tailored to that report — and downloads it with a dated filename such as assets-report-2026-07-10.xlsx.
What’s in the export. The file contains the report’s data rows for your current filters. Set your date range, categories, and other filters before exporting so the spreadsheet matches what you see on screen. Export is available as an Excel file only.
If the Export button is greyed out, the current filters returned no rows — widen your date range or clear a filter and try again.