How to Generate and Export Business Reports in SpaSphere
Run operational reports and AI-powered intelligent reports in SpaSphere. Generate revenue, payment, tax, client, and appointment reports with CSV export.
10 min read
SpaSphere's Reports section provides two complementary systems: Operational Reports for clean, exportable business data and Intelligent Reports for AI-generated insights with specific action items. Together, they give you everything from raw data for your accountant to decision-grade recommendations for your next business move. Access Reports from the Reports item in the left sidebar of your SpaSphere admin dashboard.
Why This Matters for Your Spa
Good record-keeping is not just about compliance -- it drives profitability. Spas that regularly review financial reports catch billing discrepancies, identify underperforming services, and optimize pricing 2-3 times faster than those that rely on end-of-month bank statements alone. A monthly revenue report review takes 15 minutes and can uncover $500-$2,000 in missed opportunities -- from services that need a price increase to products with declining sales. SpaSphere's intelligent reports go further by telling you not just what happened, but what you should do about it, with estimated dollar impact for each recommendation.
Two Types of Reports
SpaSphere organizes reports into two tabs:
| Type | Purpose | Output |
|---|---|---|
| Operational Reports | Clean tabular data for record-keeping and accounting | Summary cards + sortable data table + CSV export |
| Intelligent Reports | AI-powered insights with action items | Insight cards with "why it matters," actions, and impact estimates |
Generating Operational Reports
Open Reports and select the Operational tab
Click Reports in the sidebar. The page opens with the Operational Reports tab active by default. You will see report groups organized as expandable accordion sections: Financial, Appointments, Clients, Services, Packages, and Inventory.
Set your date range
Use the date picker in the top-right corner to select your start and end dates. By default, SpaSphere shows the last 30 days. For monthly reviews, set the range to the first and last day of the previous month. The date range applies to all reports in the operational tab.
Expand a report group and select a report
Click any group header to expand it. Each group contains one or more specific reports:
Financial Reports:
- Revenue Summary -- Daily revenue breakdown with services, products, tips, and taxes
- Products Revenue -- Product sales with quantity, revenue, cost, and profit margins
- Payments & Refunds -- All payment transactions with status and method
- Tips Report -- Tips by staff member and payment method
- Tax Collected via Stripe -- Tax collected by services vs. products
Appointment Reports:
- Appointments -- Complete appointment history with status and details
Client Reports:
- Client List -- All clients with contact info, lifetime value, and visit counts
Service Reports:
- Services Revenue -- Service bookings with revenue, average price, and revenue per hour
Package Reports:
- Packages -- Package sales, enrollments, and service usage statistics
Inventory Reports:
- Inventory -- Current stock levels, reorder points, and inventory values
Click a report row to view its data inline.
Review summary cards and data
Each report displays summary cards at the top (e.g., total revenue, total clients, average spent) followed by a sortable data table. Click any column header to sort ascending or descending. Money values are formatted with dollar signs, rates show as percentages, and counts display as plain numbers. The table shows up to 50 rows in the browser -- export CSV for the full dataset.
Download CSV
Click the CSV button on any report row to download the full dataset as a CSV file. The file is named automatically (e.g., revenue_report.csv) and includes all rows, not just the 50 shown in the browser. This is the export you hand to your accountant or import into QuickBooks, Xero, or Google Sheets.
Tax report disclaimer
The Tax Collected via Stripe report is for informational purposes only. SpaSphere does not provide tax advice or handle tax filing. Always consult your accountant before making tax decisions based on this data. The report shows what Stripe collected on your behalf, broken down by services and products.
Generating Intelligent Reports
Switch to the Intelligent Reports tab
Click the Intelligent Reports tab at the top of the Reports page. You will see a grid of nine report cards, each with a name, description, and a question it answers.
Select a report
Click any card to open that report. SpaSphere fetches AI-generated insights for the default date range. The report loads with a summary header showing total insights, high-priority count, total potential impact in dollars, and completed count.
Review and act on insights
Each insight card includes:
- The insight -- What SpaSphere detected (e.g., "3 clients at high risk of churning")
- Impact estimate -- Estimated dollar value if addressed
- Confidence level -- High, medium, or low, shown as filled dots
- Why this matters -- Explanation with supporting data, sometimes including affected clients or products
- What to do -- Specific action items with checkboxes you can complete
- Mark as Done or Dismiss -- Track which insights you have acted on
Work through high-priority insights first -- they appear with orange or red indicators and typically have the highest impact values.
Export intelligent reports
Click the Export CSV button in the actions bar above the insight list to download the report data. Use the Refresh button to regenerate insights with the latest data.
Make intelligent reports part of your weekly routine
Set aside 15 minutes every Monday to review one or two intelligent reports. Start with Revenue at Risk and Client Momentum -- these two reports surface the most time-sensitive issues. Acting on just one high-priority insight per week can recover $200-$500 in monthly revenue that would otherwise slip through the cracks.
The Nine Intelligent Reports
| Report | Question It Answers | Key Metrics |
|---|---|---|
| Revenue at Risk | Where am I about to lose money? | At-risk revenue, at-risk appointment count, deposit coverage rate |
| Client Momentum | Which clients are gaining or losing momentum? | Overdue clients, at-risk LTV, average momentum score |
| Service Performance | Which services grow my business? | Revenue per minute, underperformer count, optimization potential |
| Schedule Efficiency | How much revenue am I leaving on the table? | Utilization rate, fillable gap hours, revenue left on table |
| Growth Opportunities | What is the smartest next move? | Cross-sell opportunities, package-ready clients, opportunity value |
| Staff Performance | How is my team performing? | Average utilization, revenue per hour, total tips collected |
| Inventory Intelligence | What inventory needs attention? | Low stock count, dead stock count, inventory value at risk |
| Payment Health | Where is my money stuck? | Total outstanding, average days outstanding, collection rate |
| Client Conversion | How am I converting new clients? | Conversion rate, high-value prospects, reactivation targets |
Frequently Asked Questions
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