Reports — build any number you are asked for, chart it, and have it sent

How Seayora’s report library works: the fifty named reports, the builder behind them, what every chart is drawn from, the four export formats, and the rules that stop a report quietly telling you the wrong thing.

Reports is where the numbers somebody asks you for come from — a lender, an accountant, an owner, a court, a partner, or you at the end of a month. It covers the portfolio, the money, leasing, operations, marketing, field work and the books, it draws the picture beside the table, and it exports the whole thing as a spreadsheet, a PDF or a CSV.

Every report is one shape: columns, rows, totals, charts and notes. That is why the same report looks the same on a laptop, an iPhone and an Android phone, and why adding a report is one entry rather than three screens.

The library

Open Reports and you get a list grouped by what it is about. Pin the ones you use to the top — the pins are kept on your account, so a report you pinned on a phone is pinned on your laptop.

Building your own

Open any report and press Customise. You are choosing five things, and the screen says what each one does to the answer:

• What to report on — the underlying records: units, rent charges, leases, work orders, invoices, timesheets, the ledger, and so on.
• Columns — which fields to show, in the order you pick them.
• Group by — leave it empty and the report is ONE ROW PER RECORD. Add a grouping and it becomes one row per building, per month, per status, and the columns become the measures.
• Measure — what to total, average, count or take the median of, once you have grouped.
• Filters — field, condition, value. Filters combine with AND, and "any one of these" gives you an OR group inside that, so "overdue AND (card OR bank)" is expressible.
• Charts — up to six, of twenty kinds. Each chart runs its own totals over the whole report, so a chart never shows only the rows on screen.

Save it with a name and it appears in your list under Saved. A saved report keeps the QUESTION, not the numbers — opening it runs it again, so it can never be a stale copy with an old date on it. Share it with your team and everyone sees it in their own list, and each of them runs it against their own buildings.

Exports

Every export is built by the server from the WHOLE report. Searching, sorting or hiding a column on screen changes the screen and never the file — so a filtered view still exports everything, which is the opposite of what most tools do and is the safer of the two.

Having one sent to you

Press Schedule on any report to have it emailed daily, weekly, monthly or quarterly, at an hour in your own timezone, in whichever format you like. You are always on the recipient list; you can add a few more addresses, and the email carries a line you write at the top.

• A schedule runs against YOUR buildings, whoever it is sent to.
• "Send it to me now" is there so you find out a schedule is wrong before the Monday it matters. It does not consume the real send.
• It sends even when the report is empty unless you turn that off — a report that stops arriving because there was nothing in it looks exactly like one that broke.
• A failed send is shown on the schedule with the reason, rather than going quiet.

How to read a report without being misled

These are the rules the product follows, and each of them exists because the alternative is a number that looks right and is not.

• Income means SETTLED. A charge that has been submitted and not settled is money that has been asked for, not money that has arrived — both dates are available and the reports say which they used.
• A blank is a blank, never a zero. If a figure could not be read, the report names the part and says so; it never prints 0.00 in its place.
• A total is over the WHOLE report, even when the table is a page of it. If a report is longer than the screen limit, it says "this is a page of 12,481" and the totals and charts still cover all of them.
• A missing value sorts last, in both directions. Sorting by rent does not put every empty unit at the top as though they earned nothing.
• An estimate is labelled. Rent lost to vacancy is asking rent prorated over the vacant days — a planning figure, not an accounting one, and the report says so.
• A chart of nothing says so rather than drawing an empty circle.

On your phone

Everything above is on the iPhone and Android apps: the library, pins, the charts, filters, all four export formats through the share sheet, saving and renaming a report, and the schedules with "send now". The one thing that is easier on a laptop is building a report from scratch — on a phone you filter an existing one rather than choosing columns from nothing.

Asking an assistant

If you have connected Seayora to Claude or ChatGPT, "list my reports" and "run the delinquency report" work there too, through the same evaluator — so the assistant and the screen cannot disagree. The assistant gets the rows and the totals; the charts are here.

Frequently asked questions

Why does my report show fewer rows than the total says?

A report is capped so a screen stays usable. When it is capped it says so — "a page of 12,481" — and every total and every chart is still over all of them. Export it to Excel or CSV to get the rest, or add a filter and run it again.

The rent roll and my own custom report disagree. Which is right?

Both, about different questions. The eight original reports (rent roll, vacancy, lease expirations, delinquency, income & expense, deposits, maintenance, renters insurance) are hand-written and compute a few things their own way. A report you build from the same data is a different query. The screen says which you are looking at, and Customise opens the builder version rather than claiming to be the same one.

Can I email a report to somebody outside my company?

Yes, on a schedule — an accountant or an owner, for example. Keep the list short: these files carry tenants’ names, balances, phone numbers and addresses.

Does a shared report show my colleague my buildings?

No. Sharing shares the QUESTION. When they open it, it runs against the buildings they are allowed to see.

Where do the charts come from?

Each chart runs its own totals over the whole report on the server, so it is never a chart of only the rows on screen — and the same numbers draw the same picture on the website and both phone apps.

Related guides

• Security Deposits on Seayora
• Financial Reports
• Data & Privacy Controls

Related features and guides

• Security Deposits on Seayora — Documentation. How to collect, hold, document, and return a security deposit — the ledger behind the figure, the statutory deadline, the itemized statement, and what freezes when.
• Financial Reports — Documentation. The core reports Seayora produces — Profit & Loss, Balance Sheet, aging, budgets vs. actual — and how to read them.
• Data & Privacy Controls — Documentation. How Seayora handles your data, the privacy rights you may have, and how to exercise them.
• Financial Reports & Tax Exports — Feature. Generate profit and loss, balance sheet, and portfolio reports, and export Schedule E tax reports in a single click across every property you own or manage.
• Notifications: In-App, Email, Push & SMS — Feature. In-app, email, push, and opt-in SMS notifications, with per-property and per-role settings so managing fifty units does not mean fifty times the noise.
• Calendar & Scheduling — Feature. Schedule showings, inspections, site visits, and maintenance jobs on a shared calendar so field work and leasing activity stop colliding.

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