9 Repair Service Software Reports Every Shop Should Track + Free Template

Your repair service software holds the key to improving your shop’s profitability and efficiency. You just need to know where to look. We’re taking the reporting data and breaking it down into clear, actionable insights. Here’s how to turn those numbers into better decisions for your business.

Gross margin is the clearest indicator of how profitable your repair shop really is. It shows how much money you’re making after covering the direct costs of providing services and selling products. Without tracking this, it’s easy to assume you’re making more profit than you actually are. Your repair service software simplifies this process by pulling all the reporting data you need into one place.

Reports to Pull:

• Labour Revenue
• Parts Revenue per Technician
• Revenue by Part Type
• Item Sales
• Turnover

1. Open your repair service software and pull the reports listed above.
2. Add together the Labour Revenue, Parts Revenue, and Item Sales to get your Total Revenue.
3. Determine your COGS (Cost of Goods Sold). This includes the cost of parts you’ve sold, outsourced labour expenses, and other direct costs. You can pull this from your POS system or input it manually.

Apply the formula:

Gross Margin = (Total Revenue – COGS) ÷ Total Revenue × 100

The result gives you your gross profit margin as a percentage. It shows exactly how much you’re keeping after covering basic costs. A strong gross margin means your pricing is on point and costs are under control. Tracking this regularly helps you spot rising expenses or underpricing before they impact your bottom line.

Regularly checking your gross margin gives you a clear picture of whether your pricing and costs are aligned. You will be able to spot if:

1. Your services and products are priced correctly to protect profitability.
2. Your costs, particularly parts and labour, are starting to creep up.

If you see your gross margin slipping month after month, it’s a strong sign something needs adjusting. It could mean supplier prices have increased, you’re outsourcing more labour than usual, or your pricing hasn’t kept pace with rising costs.

Let’s say you notice your gross margin has dropped from 52 to 45% over a few months. You might feel like business is steady, but the numbers are telling a different story. When you dig into your repair service software reports, you realise your parts supplier increased prices a few months ago, but you haven’t updated your prices to match. You also see that you have been outsourcing more specialist jobs, and the higher labour costs haven’t been factored into your service rates.

By tracking this reporting data closely, you catch the issue before it cuts deeper into your profits. You adjust your retail prices and review which services could be done in-house, bringing your margin back on track the following month.

Your technicians are the heart of your repair shop, but not all technicians may contribute equally to your bottom line. Tracking technician productivity helps you understand who’s driving revenue and who might need extra support or training. With your repair and service management software, it’s easy to access the reporting data needed to break this down and make informed decisions.

Reports to Pull:

• Revenue by Technician
• Labour Revenue per Technician
• Outsourced Labour Revenue per Technician
• Technician’s Performance
• Revenue per Technician per Day
• Job Turnaround

1. Open your repair service software and pull the reports listed above.
2. Review the Revenue by Technician and Labour Revenue per Technician reports to see each technician’s revenue contribution.
3. Record the total hours each technician worked during the month.
4. Use the Technician’s Performance and Job Turnaround reports to dig deeper into who’s completing jobs quickly and consistently and who may need more support or training.
5. Don’t forget to check the Outsourced Labour Revenue per Technician report if you use subcontracted technicians, ensuring outsourced work is profitable.

The formula for working our revenue per hour:

Revenue per Hour = Revenue by Technician ÷ Hours Worked

This calculation shows how much revenue each technician generates per hour worked. A higher revenue per hour typically indicates greater efficiency and higher-value jobs.

Tracking technician productivity helps you quickly spot which technicians are your top performers and which might be struggling. You will be able to see:

1. Who is generating the most revenue
2. How efficiently they are completing jobs
3. Whether outsourcing labour is actually profitable

By using your repair service software’s data analysis and reporting tools regularly, you can balance workloads, provide extra training where needed, and keep your workshop running at its full potential.

Imagine you are reviewing your technician productivity reports and notice that two technicians are producing similar revenue, but one is working 50 hours a month and the other is working 30. That tells you one technician is much more efficient. When you dive deeper into the reporting data, you realise that the slower technician is often taking longer on specific types of repairs and has more rework jobs coming back.

With this insight, you arrange additional training focused on the areas they are struggling with. Over the next two months, their job turnaround time improves, fewer jobs are being redone, and their revenue per hour increases. This simple adjustment helps boost both their productivity and your overall revenue without needing to hire additional staff.

Keeping a close eye on your workshop’s monthly capacity helps you avoid bottlenecks and missed revenue opportunities. If your shop is consistently overbooked, it could be time to expand your team or adjust your schedule. On the other hand, regular underbooking means you’re not making the most of your available hours. Your repair service management software gives you all the reporting data you need to spot these trends and take action.

Reports to Pull:

• Shops Booked Out
• Store Capacity
• Daily Snapshot
• Jobs Booked In Detail

1. Open your repair service software and pull the Shops Booked Out, Store Capacity, Daily Snapshot, and Jobs Booked In Detail reports.
2. Compare booked hours against your total store capacity each month to see how much of your available time is being used.
3. Use the formula below to work out your workshop capacity percentage.
4. Review the percentage to understand if you are under or overbooked on a monthly basis.
5. Use this insight to adjust overall staffing levels, optimise your booking slots, or run marketing campaigns during quieter months.

Calculating Workshop Capacity:

Workshop Capacity Used (%) = Booked Hours ÷ Total Capacity × 100

Tracking your workshop’s capacity month by month gives you clear visibility into how efficiently you’re using your available technician hours. It helps answer questions like:

1. Are you fully booking the hours your team is available to work?
2. Are you potentially losing revenue by consistently running under capacity?
3. Do you have enough technicians to handle demand during busier months?

By spotting underbooking trends early, you can adjust staffing levels, open up additional booking slots, or launch targeted marketing campaigns to fill gaps. It’s all about ensuring your shop is operating at its full potential without overextending resources.

You notice that for several months, your workshop capacity is hovering around 50%. Your technicians aren’t fully booked, and revenue has stalled. After reviewing your monthly reports, you spot a clear pattern, certain months are consistently quieter, while others push your team to full capacity. To make better use of your technicians during the slower periods, you roll out a promotion to drive more bookings. For the busier months, you plan ahead and bring in extra staff to meet demand. As a result, you boost your capacity to over 75% and increase revenue, all while using your reporting data to make smarter staffing and marketing.

It’s far easier and more cost-effective to keep an existing customer than to constantly chase new ones. In fact, research from Harvard Business Review shows that bringing in a new customer can cost anywhere from five to twenty-five times more than retaining an existing one.

Tracking your customer retention rate gives you a clear view of how well you’re building loyalty and delivering an experience that keeps customers coming back. With your service and repair management software, you can pull all the key customer data into one place and see exactly where your efforts are paying off.

Reports to Pull:

• Customers
• Retentions
• How Did They Hear About Us

1. Open your repair service software and pull the Customers, Retentions, and How Did They Hear About Us reports.
2. Compare the number of new customers to returning customers to calculate your retention rate.
3. Use the How Did They Hear About Us report to identify where new customers are coming from, whether through referrals, advertising, or walk-ins.
4. Apply the formula below to work out your Retention Rate.
5. A retention rate above 70% shows strong loyalty and customer satisfaction. If your rate is below 50%, it could point to issues like pricing problems, long turnaround times, poor customer experience, or a lack of follow-ups and loyalty incentives.
6. Use these insights to adjust your approach. You might launch a loyalty programme, offer follow-up services, or refine pricing and communication strategies to encourage more repeat business.

Retention Rate Formula:

Retention Rate (%) = Returning Customers ÷ Total Customers × 100

Regularly tracking your retention rate gives you a clear picture of how well your shop is holding onto customers. You will be able to see:

1. Whether customers are satisfied enough to return.
2. Where most new customers are coming from, so you can focus on successful channels.
3. If there are gaps in your customer experience that need improvement, such as communication, service quality, or incentives.

By paying close attention to these numbers, you can fine-tune your loyalty efforts and strengthen relationships with the customers who drive your business.

You review your retention report and notice that only 45% of your customers are returning. After digging into the data, you see most new customers are coming in from online ads, but there are no follow-ups once their service is complete. To fix this, you introduce a loyalty programme and set up automated follow-up messages via SMS, email, and WhatsApp after every visit. Within three months, your retention rate rises to 72%. Customers start returning regularly, and you notice steady revenue growth, all without needing to increase your advertising budget.

Getting your service pricing right is key to keeping your repair shop profitable. You need to know if you’re covering your technician time, parts costs, and any outsourced labour while still turning a solid profit. Your repair service software gives you access to clear reporting data so you can break down every service and see where adjustments might be needed.

Reports to Pull:

• Labour Revenue
• Revenue by Part Type
• Revenue by Technician (Exclude Salespeople)

• Open your service repair software and pull the Labour Revenue, Revenue by Part Type, and Revenue by Technician reports.
• For each service, look at:
• Service Cost (how much you charge for the service)
• Parts Revenue (income from parts sold with the service)
• Outsourced Labour Costs (if you subcontract any labour)
• Record the Parts Cost and Technician Cost for each service.
• Add up the costs to calculate the Total Cost.
• Subtract Total Cost from Total Revenue (Service Cost + Parts Revenue) to see your Profit Per Service.

By consistently using the reporting data available in your repair service software, you’ll easily spot services that are profitable and those that may be cutting it too close. You can then adjust prices, streamline parts sourcing, or reallocate technician time as needed.

Tracking your service pricing data regularly gives you:

1. A breakdown of how much profit you’re earning per service.
2. Insight into where technician costs, parts costs, or outsourced labour may be reducing your margins.
3. The ability to identify services that need price adjustments to stay profitable.

You review your reporting data and notice your most popular service has a much lower profit margin than expected. After breaking down the numbers, you find that the technician cost and parts cost have increased over the past year, but the service price hasn’t changed. You adjust your service price slightly and renegotiate better supplier terms. By the next month, you see a healthier profit per service without losing any customers.

Knowing which items are your top sellers gives you valuable insight into what’s driving revenue; and where you should focus your efforts. Tracking the sales and profitability of individual parts and accessories allows you to stock smarter, price effectively, and boost overall profits. Your repair service software pulls all this data together so you can make informed decisions.

Reports to Pull:

• Item Sales
• Revenue by Part Type
• Manufacturer Split
• Jobcard Breakdown

Open your repair service software and pull the reports listed above.

Review the Item Sales and Revenue by Part Type reports to spot which parts and accessories are selling in the highest volumes.

Record the following key data points:

• Units Sold
• Part Sale Price
• Total Parts Revenue
• Part Cost Price (per unit)
• Total Part Cost

Next, pull in labour-related data from the Jobcard Breakdown report, especially if installations are a factor. This includes:

• Revenue from Installation (Labour)
• Cost of Labour
• Labour Profit (per unit)

Now, add up Total Parts Revenue and Total Labour Revenue to get your full picture of income from each item. Calculate the Total Cost (Parts Cost + Labour Cost) and use the formula below to work out your profit margin:

Profit Margin Formula:

Profit Margin (%) = (Total Revenue – Total Cost) ÷ Total Revenue × 100

Tracking best-selling items helps you answer questions like:

1. Which products consistently generate strong revenue and profit?
2. Are any items selling well but delivering low margins due to high costs?
3. Which manufacturers or suppliers are contributing most to your bottom line?

With this insight, you can make smarter stocking decisions, adjust pricing where necessary, and even promote or upsell your most profitable parts.

You review this report and notice a particular bike accessory is selling over 300 units a month, making it your best seller by volume. However, when you check the Profit Margin column, it is sitting at just 8%, far lower than expected. Digging deeper, you see supplier costs have steadily increased, but your retail price has not been adjusted.

At the same time,  the report highlights a different part from another supplier with a strong 25% margin and consistent demand, though it is not being promoted heavily.

With this insight, you take two clear actions. First, you renegotiate terms with your current supplier or switch to a more cost-effective one to improve margins on your top-selling accessory. Second, you run an in-store promotion and prioritise stock for the higher-margin part to boost sales.

Within two months, the profit margin on your best seller improves, and the increased visibility of the higher-margin item drives additional revenue. As a result, you see a noticeable uplift in overall profits without needing to increase overhead.

Keeping stock moving is essential to maintaining healthy cash flow and workshop efficiency. When too much inventory is sitting idle in incomplete jobs, it ties up capital and limits your ability to serve new customers. Your repair service software provides the reporting data needed to track where inventory might be getting stuck. By inputting this data into your spreadsheet template, you can easily monitor trends and take action.

Reports to Pull:

• Inventory on Incompleted Jobs

At the end of each month, open your repair service software and pull the Inventory on Incompleted Jobs report. Then, input the key data points into the spreadsheet tab labelled Inventory on Incompleted Jobs:

• Enter the total value or quantity of parts and stock currently assigned to unfinished jobs.
• Insert the total number of jobs still awaiting completion.
• Use the formula to calculate the Average Inventory per Incomplete Job.

Formula:

Average Inventory per Incomplete Job = Total Inventory Tied Up ÷ Number of Incomplete Jobs

After entering the data, your spreadsheet will highlight whether inventory is consistently tied up in incomplete jobs or if certain months show unusual spikes. This makes it easier to spot delays before they affect cash flow.

If you notice rising totals or a growing number of incomplete jobs, use the data to investigate why. Are technicians waiting on customer approvals? Are certain jobs taking longer than expected? Spotting the issue early gives you the chance to streamline your workflow and free up valuable inventory.

Tracking this reporting data in your spreadsheet allows you to:

1. See how much stock is tied up in incomplete jobs over time.
2. Identify workflow bottlenecks causing delays.
3. Take steps to speed up job completion and release inventory back into available stock.

It’s also helpful to set a benchmark. For example, if the value of tied-up inventory exceeds $5,000 or more than 10% of your total stock consistently, it’s a sign something needs attention. Setting your own threshold helps you act quickly before it starts limiting cash flow or workshop capacity.

Additionally, if you notice the same parts repeatedly sitting in incomplete jobs month after month, it may be worth reviewing whether you’re over-ordering certain items or if specific jobs are frequently delayed. Keeping an eye on ageing inventory linked to unfinished jobs ensures you’re not unnecessarily tying up capital in slow-moving stock.

You input three months’ worth of Inventory on Incompleted Jobs data into your spreadsheet and notice that $10,000 worth of inventory is consistently tied up across an increasing number of incomplete jobs. The Average Inventory per Incomplete Job is also rising each month.

Digging deeper into your repair service software reports, you realise several larger jobs have been waiting weeks for customer approvals. To address this, you implement automated approval reminders and follow up with customers more promptly.

By the next month, incomplete jobs drop by 25%, freeing up over $2,500 worth of stock. This simple adjustment improves cash flow and ensures more inventory is available to take on new work.

Managing bookings and deliveries efficiently is key to keeping your repair shop running smoothly. It is not just about how many bookings you take each month. What really matters is how efficiently you schedule your technicians, manage customer demand, and make the best use of your delivery and collection vehicles. The goal is to keep everything running smoothly without wasting time, stock, or resources. Your repair service software provides the reporting data you need. By entering this information into your spreadsheet, you can easily spot patterns and make smarter decisions.

Reports to Pull:

• Bookings by Platform
• Jobs Booked In by Day/Hour
• Vehicle Utilisation Rate

Open your repair service software and pull the reports listed above. Review the following:

• Check the total number of bookings made during the month.
• Look at where customers are booking, whether online or in-store, so you can focus your marketing and resources on the platforms bringing in the most business.
• Review the Jobs Booked In by Day/Hour report to spot your busiest booking times. This helps you schedule technicians more efficiently.
• Track how many bookings were cancelled or resulted in no-shows.
• Calculate the cancellation rate by dividing the number of cancelled bookings by total bookings.
• Check the average job duration to help coordinate technician availability and delivery slots.
• Calculate the vehicle utilisation rate using the formula below.

Formula: 

Vehicle Utilisation Rate (%) = (Days Vehicle Used ÷ Days Available) × 100

This shows how efficiently your delivery and collection vehicles are being used.

By reviewing this reporting data regularly, you can:

1. Identify which platforms drive the most bookings and invest more in those channels.
2. Balance technician shifts based on peak booking times to avoid under- or overstaffing.
3. Spot trends in cancellations that may be costing you time and money.
4. Ensure delivery and collection vehicles are used efficiently, cutting unnecessary trips and maximising capacity.

If your vehicle utilisation rate is consistently low, for example, below 50%, it may signal the need to consolidate delivery routes, adjust schedules, or tighten cancellation policies. If it is consistently at capacity, it might be time to consider adding another vehicle or more delivery slots to meet demand.

You input data into your spreadsheet and notice that 75% of bookings are coming through your online platform, while phone and in-store bookings remain low. You also see that mornings are consistently the busiest booking times, but afternoon technician shifts are underutilised. Your vehicle utilisation rate shows one van operating at just 40% capacity while cancellations are increasing.

Using this insight, you shift more marketing to online bookings, adjust technician schedules to match peak times, and combine afternoon deliveries to improve vehicle efficiency. After two months, vehicle utilisation rises to 70%, technician overtime drops, and cancelled bookings decrease without increasing costs or hiring more staff.

Understanding how customers prefer to pay gives you valuable insight into their habits and helps you identify new revenue opportunities. Your repair service software gives you access to clear reporting data, allowing you to track payment trends and gift card sales month by month. Once you input this information into your spreadsheet, you can easily spot shifts in behaviour and adjust your payment offerings accordingly.

Reports to Pull:

• Invoices Paid by Stripe
• Purchased Gift Cards

Each month, pull the reports listed above from your repair service software. Enter the following data into the Payment Trends tab of your spreadsheet:

• Record the total number of invoices paid (all payment methods).
• Enter how many invoices were paid via Stripe.
• Enter how many invoices were paid in cash.
• Note how many gift cards were sold during the month.
• Input the total revenue generated from gift card sales.

Once you have entered the total invoices paid, along with how many were paid by Stripe or in cash, the spreadsheet will automatically calculate the percentage breakdown for you. This gives you clear visibility into which payment methods your customers prefer, helping you decide whether to promote digital payments more heavily or adjust in-store payment options based on actual usage trends.

Tracking your payment data regularly helps you:

• Understand which payment methods your customers prefer, so you can simplify the checkout process.
• Identify trends in gift card sales, allowing you to run seasonal promotions or loyalty incentives.
• Spot whether digital payments are growing in popularity, making it easier to decide if further investment in online systems is worthwhile.

Your spreadsheet reveals that over 60% of your customers prefer paying through Stripe, while cash payments have been steadily declining. You also spot that gift card sales doubled in December but dropped off in January.

Seeing this pattern, you decide to make Stripe your primary payment option to streamline checkout and encourage more digital payments. You also roll out a targeted gift card promotion ahead of the next holiday season.

By the next month, Stripe payments will climb even higher, and gift card revenue will grow by 25%, giving your overall sales a noticeable boost without additional effort.

This blog and the downloadable Repair Shop Growth Tracker template are provided for informational purposes only and do not constitute financial or business advice. Hubtiger makes no representations or warranties regarding the accuracy, completeness, or suitability of this blog or template for any specific business. Users are responsible for ensuring the template meets their unique needs and circumstances. It is recommended that users consult with a qualified professional before making financial or operational decisions. Hubtiger assumes no liability for any outcomes resulting from the use of this blog or template. Use of this information and template is at the user’s own risk.

Keeping a close eye on your shop’s performance does not have to be complicated. By tracking the right reports and understanding what the numbers are telling you, you can take control of your repair shop’s profitability, improve efficiency and reduce unnecessary stress. The key is having access to accurate, easy-to-use reporting data and knowing how to use it to make smarter decisions every month.

Hubtiger’s service and repair software gives you all the reports covered in this guide and more. Our software includes over 40 detailed reports, covering everything from sales, technician performance, labour revenue and stock management to bookings, customer retention and financials. Whether you want to monitor daily operations or spot long-term trends, you will always have the insights you need at your fingertips.

If you are ready to stay informed, grow your business and make confident, data-driven decisions, our repair service software has the tools to help you get there. start a 7-day free trial, book a demo or watch our demo on demand.