How to Create Item Usage Reports

Who uses this: Admins have full reporting access, and Team Managers can be given it. Service Agents and Limited Agents do not have reporting access. Availability: All regions.

An item usage report is built from the Invoices > Item Usage tab in raw data reporting, and it pulls the line items on your invoices — quantity, unit cost, unit price, total item cost, and total item price — into one table. The three versions teams reach for most are item usage by item, by job, and by customer.

Overview

An item usage report answers one question about the items you sell and install — how much of each item went onto your invoices, and what those items cost you against what you charged for them. Every row is an invoice line item, so the report also carries the invoice and the parent job each item belongs to. The item usage report is invoice-based, which is what separates it from the inventory reports under the same Invoices tab. How to Create Inventory Reports covers stock data such as supplier, hub, tags, and unit cost, How to Create Inventory Count Reports compares last counts against expected counts and values, and How to Create Inventory Audit Reports tracks inventory changes and who made them. How to Create Serialized Inventory Reports reports on serialized inventory data such as serial number, unit cost, and item name. Building an item usage report follows the same path as every other raw data report — choose a date type, set a date range, choose the columns, set filters, then read the table. Item usage reporting is part of FieldPulse’s dashboards and reporting. For the parts of the reporting flow that are the same on every record type — saving a report, adding it to your dashboard, and exporting to CSV — see How to Use Raw Data Reporting.

Video walkthrough

Video walkthrough: Creating a report in raw data reporting

Before you begin

Have invoices in FieldPulse covering the period you want to report on. The item usage report is built from the line items on those invoices.
Check that your role has reporting access. An Admin has full reporting access; a Team Manager needs Full Reporting access turned on.

Choose the date type

The date type tells the report which invoice date to measure against, so choose it before you set the date range.

Select Reporting under the Management tab in the left-side menu.
Select the Invoices tab, then select Item Usage.
Select the date type you want to report on.

The Date Type dropdown open in raw data reporting, with Created Date selected and Invoiced Date, Due Date, First Payment Date, Last Payment Date, and Accepted Day listed below it

Date type	What it measures
Created Date	When the invoice was created
Invoiced Date	When the invoice was sent to the customer
Due Date	When the invoice was due
First Payment Date	When the customer made their first payment on the invoice
Last Payment Date	When the customer made their last payment on the invoice

Set the date range

Select the calendar icon and choose the start date range you want to report on.
Select Load Data.

The Start Date Range calendar in raw data reporting, with preset ranges from Today through Last 30 Days listed beside two month calendars

The calendar offers these presets:

Preset	Date range
Today	12:00 AM to the current time
Yesterday	The previous day, 12:00 AM to 11:59 PM
This Week	Monday through Sunday of the current week
Last Week	The previous week
Last 7 Days	The previous seven days, including today
This Month	The first of the current month to the current day
Last Month	The entire month before the current month
Last 30 Days	The previous 30 days, including today
Custom	Start and end dates you select on the calendar

Choose your columns

Select Columns to choose which item usage fields appear in the report table and the order they appear in.

The Columns panel open in raw data reporting, with a checkbox for each report field and the Columns button highlighted in the toolbar

The item usage report includes these columns by default:

Column	What it holds
Item Name	Line item name
Item Type	Product - Inventory, Product - Non Inventory, or Service - Labor
Item Description	Item description
Item Quantity	Item quantity on the related invoice
Unit Cost	Unit cost
Unit Price	Unit price
SKU/ID#	Item #/SKU
Serialized Inventory	The specific serial number for a serialized inventory item, including items transferred in from a material list
Total Item Cost	Unit cost × item quantity
Total Item Price	Unit price × item quantity
QuickBooks Class	The class shown if you sync with QuickBooks
Invoice — Invoice ID#	Invoice number
Invoice — Invoice Customer	Customer linked to the invoice
Invoice — Invoice Creator Name	Author of the invoice
Invoice — Invoice Created Date	Date and time the invoice was created
Invoice — Invoice Sent Date	Date and time the invoice was sent to the customer
Invoice — Invoice Status	Invoice status
Invoice — Custom Fields	User-created fields related to the invoice
Parent Job — Job ID#	Job number
Parent Job — Job Title	Job record title
Parent Job — Job Status	Job workflow status
Parent Job — Start Date/Time	Date and time the job was scheduled to begin
Parent Job — End Date/Time	Date and time the job was scheduled to end
Parent Job — Created At	Date and time the job record was created
Parent Job — Location	Service location for the job
Parent Job — Assigned Team Members	Users assigned to the job
Parent Job — Assigned Teams	Teams assigned to the job
Parent Job — Notes	Notes on the job record
Parent Job — Field Notes	Notes left by assigned users on the job
Parent Job — Tags	Tags attached to the job record
Parent Job — Scheduled Duration	Time scheduled for the job, recorded in HH:MM:SS
Parent Job — Job Duration	Time spent in In Progress status type, recorded in HH:MM:SS
Parent Job — Travel Duration	Time spent in On The Way status type, recorded in HH:MM:SS
Parent Job — Custom Fields	User-created fields related to the job record
Grouping Title	Grouping under which the line item is housed on the invoice

Set your filters

Before running the report, set filters to narrow the results. Select the Filters icon, then choose how you want to filter the report.

The Filters panel open in raw data reporting, with an expandable list of report fields and the Filters button highlighted in the toolbar

The Filters panel offers these item usage fields:

Field	How you filter
Item Name	By contents
Item Description	By contents
SKU/ID#	By contents
Invoice — Invoice ID#	By contents
Invoice — Invoice Customer	By contents
Invoice — Invoice Creator Name	By contents
Invoice — Invoice Created Date	By date
Invoice — Invoice Sent Date	By date
Invoice — Invoice Status	Select the status
Parent Job — Job ID#	By contents
Parent Job — Job Title	By contents
Parent Job — Job Status	Select the status
Parent Job — Start Date/Time	By date
Parent Job — End Date/Time	By date
Parent Job — Created At	By date
Parent Job — Location	By contents
Parent Job — Assigned Team Members	By contents
Parent Job — Assigned Teams	By contents
Parent Job — Notes	By contents
Parent Job — Field Notes	By contents
Parent Job — Tags	By contents
Parent Job — Scheduled Duration	By contents
Parent Job — Job Duration	By contents
Parent Job — Travel Duration	By contents
Grouping Title	By contents

Filter operators

When you filter by contents, choose an operator and then enter the values to filter the data on.

Operator	Retrieves data	Example	Data retrieved
Equals	Equal to a specified value	Created By - Equals Tom Gause	For all records created by Tom Gause only
Not Equal	Different from a specified value	Tag - Not Equal to HVAC	For all records except those using the HVAC tag
Less Than	Lower than a specified value	#ID - Less than 1144	For all records below #1144
Less Than or Equal To	Lower than or equal to a specified value	Job Date/Time - Less than or equal to 12/13/2023	For jobs scheduled before or on 12/13/2023
Greater Than	Greater than a specified value	Job Duration - Greater than 60 minutes	For jobs in the In Progress status type for over 60 minutes
Greater Than or Equal To	Greater than or equal to a specified value	Job Date/Time - Greater than or equal to 1/1/2024	For jobs scheduled on or after 1/1/2024
In Range	Including and between two specified values	#ID - Between 1225 and 1236	For all estimate records with #IDs between 1225 and 1236
Starts With	Begins with a specified value	Title - Annual	For all job records beginning with Annual
Ends With	Ends with a specified value	Location - TX	For all job locations ending with TX
Blank	No values are in the field	Subtitle	For all job records with blank subtitles
Not Blank	Values in the field	Notes	For all job records with values in the notes field

Common item usage reports

Three item usage reports cover most of what teams need. Each one uses the columns you want plus a required column or two, and a different grouping.

Item usage by item

Use this report to see item usage by item, along with the total item cost and total item price.

Columns: customize to your needs, but include Item Name, Total Item Cost, and Total Item Price.
Group by: Item Name

Item usage by job

Use this report to see item usage by job.

Columns: customize to your needs, but include Parent Job.
Group by: Parent Job

Item usage by customer

Use this report to see item usage by customer. It is the report to run when you have completed multiple jobs for one customer over an extended period of time.

Columns: customize to your needs, but include Invoice Customer.
Group by: Invoice Customer

Video walkthrough: Building item usage reports by item, by job, and by customer

Roll-up reporting

The item usage report is included in roll-up reporting for locations and franchisors, providing a comprehensive view of item usage across all of your operations. See How to Use Franchise Roll-Up Reporting.

FAQs

Can I save an item usage report to use again?

Yes. Select Save as Report, then Save as New to store it under Select Report, or Save as Widget to add it to your Pulse Dashboard. See How to Use Raw Data Reporting for the full saving flow.

Can I export an item usage report to a spreadsheet?

Yes. Select Export CSV to download the report currently on your screen as a CSV file to your device.

Your item usage report is working when the table returns the invoice line items you expected for the date range, shows the cost and price columns you selected, and rolls up under the item, job, or customer you grouped by.

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Troubleshooting & Reference

Training & Resources

How to Create Item Usage Reports

Overview

Video walkthrough

Before you begin

Choose the date type

Set the date range

Choose your columns

Set your filters

Filter operators

Common item usage reports

Item usage by item

Item usage by job

Item usage by customer

Roll-up reporting

FAQs

Can I save an item usage report to use again?

Can I export an item usage report to a spreadsheet?

​Overview

​Video walkthrough

​Before you begin

​Choose the date type

​Set the date range

​Choose your columns

​Set your filters

​Filter operators

​Common item usage reports

​Item usage by item

​Item usage by job

​Item usage by customer

​Roll-up reporting

​FAQs

​Can I save an item usage report to use again?

​Can I export an item usage report to a spreadsheet?

​Related articles

Overview

Video walkthrough

Before you begin

Choose the date type

Set the date range

Choose your columns

Set your filters

Filter operators

Common item usage reports

Item usage by item

Item usage by job

Item usage by customer

Roll-up reporting

FAQs

Can I save an item usage report to use again?

Can I export an item usage report to a spreadsheet?

Related articles