What the page answers
Under Maintenance, then Reporting. Pick 30, 90 or 365 days at the top. Everything below follows that range, and the site or region filter in the page header.
Two different windows, on purpose
This is worth knowing before you read anything else. Counts of jobs are windowed on when the job was raised. Money is windowed on when the job was completed.
That is deliberate. A job raised in March and paid for in May is March work and May money, and pretending otherwise would put spend in a month you had not spent it. It does mean the two halves of the page do not have to add up to the same set of jobs.
Spend
Total spend for the range, against what was quoted, so you can see where the work came in over. Below that, spend split by site, by trade and by area type, and a breakdown by cost category: repair, replacement, service, callout only, parts only.
Spend by area type is the one people do not expect. It answers whether your customer WCs cost more than your kitchens across the whole estate.
Planned against reactive
The planned share is completed planned work as a proportion of all completed work. A low number means you are mostly reacting to things breaking. Moving it up is the whole argument for planned maintenance.
The backlog, aged
Open jobs bucketed by how long they have been open: 0 to 7 days, 8 to 30, and 31 or more. The third bucket is the one to look at. Anything sitting there is either genuinely blocked, in which case it should be on hold with a reason, or it has been quietly forgotten.
Places that keep breaking
Any area with three or more jobs of the same trade in ninety days is listed, with a link into that areas history. This always looks back ninety days whatever range you have chosen, because a repeat fault is a pattern and needs a fixed window to be one.
Who is responsible, and the landlord register
Each job can record who should be paying: you, the landlord, a warranty, or an insurer. Set it on the job when you book it or when you close it.
The landlord panel then totals the jobs and the spend you have marked as the landlord responsibility, and Export CSV gives you the register: reference, title, site, area, trade, status, the dates, and quoted against actual cost, for the range and sites you are looking at.
It is built to be attached to an email. The point of recording responsibility as you go is that the schedule already exists when the conversation comes up, rather than being reconstructed from memory afterwards.
Large exports. The file holds up to 5,000 jobs. If yours is bigger, the file says so at the end and you can narrow the range or the site and export again.