> ## Documentation Index
> Fetch the complete documentation index at: https://harnesscalendar.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Reports

> Build, read, and export a Profit & Loss statement or a transaction report.

Pull a report to see income against expenses, or a full ledger of everything that moved. Reports are free on every plan, and you can export any of them to PDF or CSV.

For a quick pulse instead of a full report, the [Financial summary](/docs/billing/understand-your-transactions) bar at the top of **Finances → Transactions** gives you the at-a-glance numbers.

## Build a report

<Steps>
  <Step title="Open Reports">
    Go to **Finances → Reports**. The tabs across the top filter your saved reports by type: **All**, **Profit & Loss**, and **Transaction**.
  </Step>

  <Step title="Create a new report">
    Click **Create report** to open the builder.
  </Step>

  <Step title="Pick the report type">
    Choose **P\&L Statement** or **Transaction Report**, then set the date range. The type is locked once you save, so pick the right one first.
  </Step>

  <Step title="Name it and save">
    Click the report title to rename it, then **Save changes**. The report is saved to **Finances → Reports** so you can reopen it later.
  </Step>
</Steps>

## Profit & loss

A **P\&L Statement** sums your income against your expenses over the range, on a cash basis. It has three parts:

* **Revenue**: income grouped by category, counted as the money you received in the range. It comes in automatically from your billing, so you never enter income here.
* **Expenses**: your costs grouped by category, in tax-form order. Each category is collapsible, and categories with no activity in the range are hidden.
* **Non-deductible business expense**: a separate section for costs that don't reduce taxable income. Hidden when the total is zero.

At the bottom, **Net income** is Revenue minus both expense sections. It reads green at or above break-even, red below it.

Click any category row to drill into the entries behind it. Expenses come from the costs you record. See [Track expenses](/docs/accounting/expenses).

## Transaction report

A **Transaction Report** lists every money movement in the range, with each row attributed to an **Account**:

| Column       | What it shows                                                                                   |
| ------------ | ----------------------------------------------------------------------------------------------- |
| **Category** | The income or expense category, if any.                                                         |
| **Account**  | The account the row belongs to. On a charge, the student's name appears as sub-text underneath. |
| **Type**     | What kind of entry it is: a charge, payment, refund, credit, or expense.                        |
| **Amount**   | The amount, signed `+` for money in and `-` for money out.                                      |

Use **Group by** to organize the rows. **Account** is the default; you can also group by **Category**, **Student**, **Month**, **Week**, **Income/Expense**, or **Entry Type**, or pick **None** for a single flat list. Each group shows its own subtotal.

A few rows won't have a named account:

* **Unbilled**: a charge that isn't on a sent invoice yet.
* `—`: an expense, which belongs to the studio, not an account.
* **Unassigned**: money received that isn't tied to an account.

Voided rows stay visible with a muted background and a struck-through amount, so you can see they don't count toward the totals. Tick **Hide voided** to leave them out. At the bottom, a summary breaks the rows down by type: charges, payments, expenses, refunds, credits, and voids.

## Export

Open any report and use the buttons in the header:

* **Download as PDF**: a formatted copy to print or send.
* **Export as CSV**: a spreadsheet file for Excel, Google Sheets, or your accountant's software.

Both work for a P\&L Statement and a Transaction Report.

## FAQ

<AccordionGroup>
  <Accordion title="What's the difference between a P&L statement and a transaction report?">
    A **P\&L Statement** rolls everything up by category into Revenue, Expenses, and Net income: the big-picture view of whether you made money. A **Transaction Report** lists each entry as its own row, so you can audit individual charges, payments, and expenses.
  </Accordion>

  <Accordion title="Why does a row say Unbilled or Unassigned?">
    Every row is attributed to an account where possible. A charge that isn't on a sent invoice yet reads **Unbilled**; money received that isn't tied to an account reads **Unassigned**; an expense shows `—` because it belongs to the studio, not an account.
  </Accordion>

  <Accordion title="Does mileage show up in these reports?">
    No. Mileage is record-keeping, not a financial entry, so it stays out of the P\&L and the transaction report. Your trips live alongside the vehicle they belong to. See [Track mileage](/docs/accounting/mileage).
  </Accordion>
</AccordionGroup>