Reports and exports: dashboard figures, revenue per location, CSV exports

Rentalbuddy has one on-screen report, the dashboard, and several exports to CSV files. This guide covers both, what each file contains, and the things operators often ask for that don't exist yet.

The dashboard: your on-screen report

Once your setup checklist is complete, Home opens on the dashboard. It is a report you read on screen; there is no download button on it.

At the top you choose three things:

Date range: the period the whole page covers. It opens on the last 30 days. Pick the dates in the calendar or type them. The dashboard covers 1 January 2015 up to the end of the year five years from now; dates outside that are greyed out. A typed range that is incomplete, outside those years, or ends before it starts is not applied, and when you click away the field goes back to the range the page is showing.
Bookings by: Booking date (when the customer booked) or Start date (when the rental starts). This changes the numbers a lot. For "what did we sell in June" use Booking date; for "how busy were we in June" use Start date.
Locations: a tick list of your locations, showing All locations when everything is ticked. It only appears if you have more than one location.

The figures at the top

Figure	What it means
Average booking length	Average rental length in hours
Average order value	Booking revenue divided by the number of bookings (membership sales are left out)
Total Revenue	The booked value in the period, in your account currency, including membership sales
Total reservations	Number of bookings
Membership sales	Number and value of memberships sold (only when memberships are switched on)

Cancelled bookings and bookings whose payment expired are not counted. The figures are the value of the bookings, not the money paid out to you: refunds, fees and payouts are in Stripe (see below).

Test bookings made with Make a test booking are always left out of the dashboard figures, and they are cancelled automatically 30 minutes after they were made. In Bookings they are hidden unless you switch on Show test bookings ({count}), and then marked Test; hidden test bookings are never selected, so they are not exported or printed either. Other ways of testing count like any other booking until you cancel them: a staff booking registered with a Test payment, or a booking with a 100 % promo code. Cancel those when you are done so they don't inflate the figures.

The chart: orders, revenue and By location

Below the figures is a bar chart over the period. It shows the number of orders by default. Tick Revenue to show the revenue instead. If you have several locations, tick By location to split each bar by location, which is the quickest way to compare locations. Hover over a bar to see the exact values. Short periods are shown per day; longer ones in bigger steps, and very long periods per week.

Customer Nationality

A list of countries with flags and the number of bookings from each. The country is worked out from the country code of the customer's phone number, so a Swede with a German mobile number is counted as German. Bookings without a phone number, or with a number that can't be matched, are shown as Unknown.

Products

Which products were booked most in the period, grouped by type (Rental, Event, Insurance, Accessory, Membership). The numbers are quantities booked, not revenue.

Revenue per location

Two ways, both on the dashboard:

One location at a time: in Locations, untick everything except one location and read Total Revenue. Repeat for the next.
Side by side: tick Revenue and By location on the chart, then hover over the bars.

There is no per-location revenue table to download. If you need the figures in a spreadsheet, export the bookings for that location (see below) and add up the value column.

How exports work: tick rows, then Export

Every export in the admin works the same way: tick the rows you want, then press Export. The Export button is greyed out until you have ticked at least one row, and the number in brackets is how many you have ticked, for example Export (12). Filter the list first, then tick.

How the checkbox in the table heading works depends on the list:

Bookings, a customer's Order History and the memberships Purchases tab: the heading checkbox (Select this page on a phone) ticks the bookings on the current page only. A line above the list then says what is ticked, Selected on this page: {count}, Selected: {count} or All selected: {count}, with Select all {count} to tick the whole filtered list (every page) and Clear to untick everything. Extension rows are left out when you tick in bulk; tick them one by one if you need them. Bookings that drop out of the list, for example when you change a filter, also leave the selection.
Customers and the memberships Members tab: the heading checkbox ticks every row in the current list.

The files are CSV files, which open in Excel, Numbers, Google Sheets and most bookkeeping software.

On a phone, the Export and Print buttons appear once you have selected bookings by tapping.

Export bookings

Bookings in the left menu → filter → tick rows → Export.

Which bookings are in the list decides what you can export:

The location selected in the Location picker in the left menu. Switch on View for all locations to see bookings from every location.
The Date range picker: Current covers recent bookings (from about two months back), or pick a whole year, then press Fetch.
Filters and Search bookings narrow it further.

So "all of last season for one location" is: select the location, pick the year, Fetch, tick the heading checkbox, press Select all {count}, then Export.

Test bookings are hidden from the list unless Show test bookings ({count}) is on, and hidden test bookings are never selected, so they don't end up in the file.

Large selections. The export is built on the server in batches, so there is no size limit: a whole year for every location exports in one go. If it fails, you see "Could not export the bookings. Please try again."

What the bookings file contains

One row per booking, sorted by start. Headings and words (channel, status, payment status) are in your admin language. In English the columns are, in this order:

Order No, Created, Location, Start, End, Check in, Check out, Name, Email, Phone Number, Products, Lock, Channel, Status, Payment Status, Currency, Total (VAT incl), VAT, Discount, Promo code, Paid, Left to pay

After those comes one column per question, for bookings with answers to the older return questionnaire (review questions).

Dates and times are written YYYY-MM-DD HH:mm, in the location's time zone.
Amounts have two decimals, with a decimal comma in every admin language except English.
Products lists each product as "Name ×quantity".
Lock has the lock numbers, for every location in the export.
Paid bookings from before August 2025, when Rentalbuddy started recording amounts paid, count as fully paid.
The file is separated by semicolons and starts with a byte-order mark, so it opens straight into columns in Excel set to Swedish, Norwegian, Danish, Finnish or German.

The file has no answers to your custom fields; those are on each booking's detail page and on the printout.

Print bookings

Print next to Export prints the ticked bookings, one booking per page. You can also print a single booking from its detail page; both use the same layout:

your company name, the location and your logo, and a notice when it is a test booking,
the Sales Order number with start, end, check-in and check-out, Created, Channel and Extra Information,
Customer (or "No customer is linked to this booking."), and Customer answers,
Order lines,
Payment: Payment Status, Total (VAT incl), Paid and Left to pay (the payment history is not printed),
Before unlock answers and Return answers.

Print takes up to 500 bookings at a time. With more ticked, Print is greyed out and the line above the list says: "Print takes up to 500 bookings at a time. Select page by page to print, or use Export for the whole list." With more than 200 ticked you see "Preparing {count} bookings for print. This can take a minute or two, and the page may not respond meanwhile." Wait for the print dialog. If a single booking can't be drawn, its page says "Booking {id} could not be shown."; if loading fails altogether, "Could not load the bookings for printing. Please try again."

Printing marks the bookings as Printed, but only for users who can edit bookings. Users who can only view bookings can still print; nothing is marked.

To get a PDF, choose "Save as PDF" in your browser's print dialog. Filtering and selecting in the list is described in more detail in the guide on finding and filtering bookings.

One customer's bookings

Customers → open the customer → Order History. Tick the bookings (the heading checkbox ticks the current page; Select all {count} ticks them all) and press Export (or Print). You get the same kind of file for that customer's bookings only. This is useful when a customer asks for a summary of everything they have booked.

Export customers (customer list to Excel)

Customers in the left menu → tick rows → Export. The file is customers.csv with the columns:

ID, First name, Last name, Email, Phone number, Address, Zip code, City, Country and Consent To Email (Yes/No).

If memberships are switched on for your account, three more columns come after the phone number: Member, Coverage and Discount.

The column headings in this file are always in English, whatever language you run the admin in. Consent To Email is the customer's marketing consent (shown as Email consent in the list). Respect it when you use the file for anything other than the bookings themselves.

Customers belong to your account, not to one location, so there is no per-location customer export. The same person can book at several of your locations.

Export memberships

If your account uses memberships, Memberships has two exports:

The Members tab exports members.csv with Name, Email, Membership scope, Location, Added via, Discount, Valid until and Status. Its headings follow your admin language. Print prints the ticked members.
The Purchases tab exports the membership sales themselves, in the same format as the bookings export.

QR codes are not an export

Download QR on a location's Book button tab downloads a picture, not data. See the guide on booking links and QR codes.

What the admin does not report

These questions come up every season, so here is what doesn't exist today:

Utilisation or occupancy. There is no report of how many hours a kayak, lock or sauna was rented against how many hours it was available. The closest is to export the bookings for a period and work it out in a spreadsheet.
Revenue per product or accessory. The dashboard's Products panel counts how many were booked, not how much they earned.
A downloadable revenue report, per location or in total. The dashboard figures are on screen only.
A bookkeeping file. The bookings export has each booking's total and VAT, but it is the raw list of bookings; whether it fits your accounting software depends on that software. Test with one month first.
PDF reports. Where there is a Print button, print to PDF from the browser.

If one of these is holding you back, tell support. Knowing which ones operators really need is how they get prioritised.

Where the money figures live: Stripe

Payouts, fees, refunds, chargebacks, per-payment details, VAT reports and the receipts your customers get are in Stripe, not in Rentalbuddy. Rentalbuddy tells you what was booked and what the customer was charged; Stripe tells you what money moved. For reconciling with your bank or accountant, start in Stripe. The guide on Rentalbuddy vs Stripe explains what is done where.

Your own Rentalbuddy invoices are under Settings → Billing → Billing Portal.

Quick reference

I need…	Where
Bookings for a period, to Excel	Bookings → Date range → Fetch → heading checkbox → Select all {count} → Export
One customer's bookings	Customers → the customer → Order History → Export
A customer or mailing list	Customers → tick → Export
Members or membership sales	Memberships → Members or Purchases → Export
Revenue for a period	Dashboard → Date range → Total Revenue
Revenue for one location	Dashboard → Locations → untick all but one
Compare locations	Dashboard chart → tick Revenue and By location
Bookings counted by rental date	Dashboard → Bookings by → Start date
Where our customers come from	Dashboard → Customer Nationality
Payouts, fees, VAT, receipts	Stripe
Our Rentalbuddy invoices	Settings → Billing → Billing Portal

Common questions

Is there a report function? Can I get our sales in Excel? The dashboard shows the figures on screen. For a spreadsheet, export the bookings: Bookings → tick the heading checkbox → Select all {count} → Export gives a CSV file that opens in Excel.

How do I see revenue per location, for example to split an invoice with a partner? On the dashboard, untick all locations but one under Locations and read Total Revenue, or tick Revenue and By location on the chart.

Why is the Export button greyed out? Nothing is ticked. Tick the rows you want (or the heading checkbox for the whole page, then Select all {count} for the whole list), then press Export.

Why does the dashboard show a different total than my Stripe payout? The dashboard shows the value of the bookings in the period. Stripe payouts are after fees and refunds, and on Stripe's payout schedule.

The numbers change when I switch Bookings by. Which is right? Both. Booking date counts when customers booked; Start date counts when the rentals take place.

Why does Customer Nationality say Unknown? Nationality comes from the phone number's country code. Bookings without a phone number, or with one that can't be matched, show as Unknown.

Can I see how often each kayak or sauna is used (rental frequency)? Not as a report. Export the bookings for the period and count per lock in a spreadsheet; the Lock column has the lock numbers for every location.

Our test bookings show up in Total Revenue. Bookings made with Make a test booking never count. Other tests, such as a staff booking with a Test payment or a 100 % promo code, count like real bookings until they are cancelled. Cancel them and the figures drop.

Can I get a VAT report? Not from Rentalbuddy. VAT reporting comes from Stripe and your bookkeeping; the bookings export is the raw list of bookings, with each booking's VAT.

I tick the box in the table heading but only the bookings on this page are selected. That is intended: the heading checkbox ticks the current page. Press Select all {count} in the line above the list to tick every booking in the filtered list.

Why is Print greyed out? Either nothing is ticked, or more than 500 bookings are: print takes up to 500 at a time. Tick fewer and print page by page, or use Export for the whole list.

Are test bookings in the export? Not unless you show them. Test bookings are hidden from Bookings by default, and hidden ones are never selected, so they are not exported or printed.

Why are the amounts in my export written with a comma? The export follows your admin language: every language except English uses a decimal comma, so the numbers work in a spreadsheet set to that language.