Insights Reports Overview
The Insights section in RoasterTools gives you access to a variety of reports that help you understand your production, sales, customers, and finances. All reports are emailed to you as CSV files, making them easy to open in spreadsheet software for further analysis.
How to Access Insights
Navigate to Insights in the top navigation bar. Click the dropdown to see all available report types. Select the report you want to run.
Note: Only users with Insights Access enabled can view this section. An admin can enable this under Team > Edit > Permissions. See the Insights: Enabling Insight Acess help article for details.
Available Reports
The following reports are available under the Insights dropdown:
| Report | Description | Filters |
| Production Summary | Production summary reports for a custom period. Includes 9 reports. Gives an overview of your roasting and production activity. | Date Range, Start/End Date |
| Customer Purchases | Products purchased by a single customer. Useful for reviewing what a specific customer has ordered over time. | Customer (search by name), Date Range, Start/End Date |
| Product Sales | Product sales data for a single product. Shows which customers purchased a given product and in what quantities. | Product (search by name), Date Range, Start/End Date |
| Basic Order Export | A simplified export of your order data for a selected time period. | Date Range, Start/End Date |
| Advanced Order Export | A more detailed order export with additional data fields for deeper analysis. | Date Range, Start/End Date |
| Inventory Reports | Current inventory levels and movements for your products. | Date Range, Start/End Date |
| Tax Reports | Tax data for a custom period. Helpful for accounting and tax filing. | Date Range, Start/End Date |
| State Tax Reports | Tax reports broken down by state for businesses that collect state-level taxes. | Date Range, Start/End Date |
| Ingredient Audit Report |
Audit report for ingredient usage and tracking. (Add-on feature — contact Support to enable) |
Date Range, Start/End Date |
Choosing a Date Range
Every report includes a Date Range dropdown, a Start date field, and an End date field. When you select a preset date range, the start and end dates update automatically.
The preset date range options available are:
| Date Range Option | What It Covers |
| Today | The current day only |
| Yesterday | The previous day |
| This week | The current week (Sunday through Saturday) |
| Last 7 days | The 7 days prior to today |
| Last week | The previous full week |
| This month | The current calendar month |
| Last month | The previous full calendar month |
| This Quarter | The current calendar quarter (e.g., Jan 1 – Mar 31) |
| Last Quarter | The previous full calendar quarter (e.g., Oct 1 – Dec 31) |
| Custom | Select your own start and end dates using the date picker |
Tax Reports and State Tax Reports
Note: these reports are for our users with RoasterPay and wholesale Tax Collection Enabled
Tax reports offer a slightly different set of date range presets, geared toward accounting periods:
| Date Range Option | What It Covers |
| This Month | The current calendar month |
| Last Month | The previous full calendar month |
| This Quarter | The current calendar quarter |
| Last Quarter | The previous full calendar quarter |
| This Year | January 1 through the end of the current year |
| Last Year | The previous full calendar year |
Report Date References
Each report refers to a Date Range. Please note below the type of reports and which date range it is referring to.
- Production Summary Reports: Based on the Fulfilled Date of orders (note that the fulfilled date is not listed on the order) - See [here] for details of how to find the Fulfilled date
- Order-related reports: are based upon the order’s submitted date (Noted as "Order date" on the order)
- Inventory-related reports: are based upon the inventory transaction date
How to Run a Report
- Go to Insights in the top navigation and select the report you want to run.
- If the report requires a specific customer or product (Customer Purchases or Product Sales), search for and select it from the dropdown.
- Choose your desired Date Range from the dropdown, or select Custom to set specific start and end dates.
- Click Request Report (or Request Reports for Production Summary).
- The report will be generated and emailed to you as a CSV attachment.
Tip: When using the Custom date range, you can click the calendar icon next to the Start or End date fields to open a date picker. Note that the Start and End date fields are only editable when "Custom" is selected — for all other presets, the dates are filled in automatically.
Ingredient Audit Report (Add-On)
The Ingredient Audit Report appears in the Insights dropdown but is grayed out by default. This report supports users during Organic Audits, providing data on an ingredient (Green Coffee) used during a specific period. This is an add-on feature. If you would like to enable it, please contact Support and we will get it set up for you. support@roastertools.com
Frequently Asked Questions
Q: Where do I find my report after I request it?
All reports are sent to the email address associated with your RoasterTools account. Check your inbox (and spam folder) for an email with the CSV file attached.
Q: Can I change the start and end dates manually?
Yes, but only when the Date Range is set to "Custom." For all other presets, the dates are calculated automatically and cannot be edited. A tooltip will appear reminding you to select Custom to edit dates.
Q: I don't see the Insights menu. What should I do?
Insights access must be enabled by an admin. Ask your account admin to go to Team > Edit your profile > Permissions and turn on Insights Access.
Q: How can I see track how many bags we've used (in liue of Bag Inventory Tracking)?
View Coffee Product Report to see sales breakdown by bag size
Q: Does a report show discounts?
Both line item discounts and shipping discounts are on the advanced order export
Q: Are Order Notes listed on a report?
Yes, on the Advanced Order Export, Internal Notes are listed (not external)