Reports and exports — what you can get out of Rentalbuddy

There are four exports in the Rentalbuddy admin and one on-screen report. This page covers all of them, what is in each file, and — just as important — the things operators ask for most that do not exist yet.

The exports

All four work the same way: tick the rows you want, then press Export. This is the part people miss. The Export button stays disabled until you select something, and the number in brackets after the label is how many rows you have ticked. Nothing is exported "in bulk" without selecting first — use the header checkbox to take everything on the list at once.

All four produce a .csv file, which opens in Excel, Numbers, Google Sheets and most bookkeeping software.

Bookings

Bookings in the left menu → tick rows → Export.

Which bookings appear in the list is controlled before you export:

The location selected in the navigation bar. Switch on View for all locations to see bookings across your whole account instead.
The date window. By default the list covers roughly the last two months; you can pick a whole calendar year instead.
Filters and Search bookings narrow it further.

So the recipe for "all of last season for one location" is: select the location, choose the year, select all, Export.

The file is named bookings.csv. Its columns are put together behind the scenes rather than by the screen you are on, so the admin has no column list to show you. Export a handful of rows once and open the file to see what your bookkeeping software will be getting — that is faster and more reliable than any list we could print here.

There is a Print button next to Export on the same toolbar. It prints the selected rows, which is also the only way to get a PDF — print to PDF from your browser's print dialog.

One customer's order history

Open a customer from Customers and scroll to their order history. The same Export button is there, and it produces the same kind of file for that one customer's orders. Useful when a customer asks for a summary of everything they have booked from you.

Customers

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

This one's columns are defined in the admin, so they are worth listing. You get:

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 appear between the phone number and the address: Member, Coverage and Discount.

Two things to know. The column headers in this file are always in English, whatever language you run the admin in. And customers belong to your account, not to a location — there is no per-location customer export, because the same person can book at several of your locations.

Consent To Email is the customer's marketing consent. Respect it when you use this file for anything other than fulfilling bookings.

Memberships

If your account uses memberships, Memberships has two exports:

The Members tab exports members.csv, with the columns Name, Email, Membership scope, Location, Added via, Discount, Valid until and Status. The location each membership applies to is a column in the file, so one export covers every location.
The Purchases tab exports membership-purchases.csv — the membership sales themselves, built the same way as the bookings export.

QR codes are not an export

Download QR on a location's Book button tab downloads a picture, not data. It is covered in Direct booking links and QR codes — where to find them.

The on-screen report: the dashboard

Your dashboard is on Home once your setup checklist is complete, and always at the dashboard page itself. It is a report you read on screen — there is no download button on it.

You control three things at the top:

Date range — the period the whole page covers. It opens on the last 30 days.
Bookings by — whether a booking counts on its Booking date (when the customer booked) or its Start date (when the rental runs). This changes the numbers substantially. 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, defaulting to All locations. It only appears if you have more than one.

What it then shows:

Figure	What it means
Average booking length	Average rental duration over the period
Average order value	Revenue divided by number of bookings, with membership sales taken out first
Total Revenue	Total for the period, in your account currency
Total reservations	Number of bookings
Membership sales	Count and value of memberships sold — only when memberships are enabled

Below the tiles is a chart of revenue and booking volume over the period, and two panels: Customer Nationality and Products (which products sold most, by category).

Revenue per location

You can get this, and it is the Locations filter that does it: untick everything except the one location and read Total Revenue. Repeat per location. It is a manual, one-at-a-time job — there is no side-by-side per-location breakdown and no way to export the result — but the figure itself is available.

What the admin does not report

Be prepared for these, because they come up every season.

Utilisation and occupancy. There is no utilisation report, no occupancy percentage, and nothing that tells you how many hours a given kayak, lock or station was actually rented against how many it was available. The closest you can get today is exporting bookings for a period and working it out in a spreadsheet.

A per-location revenue breakdown you can export or invoice from. As above: readable one location at a time on the dashboard, but not exportable and not side by side.

A ready-made bookkeeping file with VAT broken out. The bookings export is the raw material; whether it slots straight into your accounting software depends on that software. Test with one month before you commit to it for a year.

Anything as a PDF. Nothing in the admin generates a PDF. Where there is a Print button, print to PDF from the browser.

If any of these is blocking you, say so to support — knowing which of them operators actually need is how they get prioritised.

Where financial figures actually live

Payouts, fees, chargebacks, per-transaction detail, VAT reporting, receipts and your Stripe invoices all live in Stripe, not in Rentalbuddy — including your own subscription invoices, which open on Stripe's site from Settings → Billing.

Rentalbuddy tells you what was booked and what the customer was charged. Stripe tells you what money moved. For a full breakdown of which system owns what, read Rentalbuddy or Stripe — where do I go for what? — for anything to do with bank reconciliation or your accountant, start there rather than here.

Quick reference

I need…	Where
A list of bookings for a period	Bookings → filter → select → Export
One customer's order history	Customers → open the customer → Export
A customer/mailing list	Customers → select → Export
Membership holders or membership sales	Memberships → Members or Purchases → Export
Revenue for the last 30 days	Dashboard tiles
Revenue for one location	Dashboard → Locations → untick all but one
Bookings counted by rental date, not booking date	Dashboard → Bookings by → Start date
Payouts, fees, VAT, receipts	Stripe
Your own Rentalbuddy invoices	Settings → Billing (opens Stripe)