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Org-wide reporting

Reporting takes the data you've already entered (service history, mileage logs, history checks) and turns it into the kind of view a fleet manager or accountant actually needs: cost trends, per-vehicle totals, and exportable CSVs for handing to your bookkeeper.

Where to find it

From the top nav click Reports, then open Usage summary. Or the direct link /settings/reporting.

Reporting page showing summary cards for total spend, average cost per vehicle, and total mileage this year
Top of the page is a row of summary cards covering the current financial year.

The summary cards

Three cards at the top:

  • Total spend (year-to-date) — sum of every service-history entry's cost field, plus history-check fees, across the current calendar year.
  • Average cost per vehicle — total spend divided by number of active vehicles.
  • Total mileage logged — sum of every mileage reading delta across the year. Useful for comparing year-on-year usage.

The cards default to the current calendar year. A date-range picker lets you pull arbitrary ranges (last 12 months, financial year, etc.).

The breakdown tables

Below the summary, three tables:

1. Cost by vehicle

One row per vehicle, showing:

  • Reg + nickname.
  • Year-to-date cost (or whatever date range is selected).
  • Number of service-history entries.
  • Number of history checks run.
  • Average cost per service.

Sortable by any column. Clicking a row drills into that vehicle's full service history.

2. Cost by month

A simple histogram of monthly spend, with a small chart showing the trend over the selected period. Useful for spotting unusually expensive months and budgeting next year.

Cost by month bar chart on the reporting page
Monthly spend bars across the selected period, with the dashed average line for context.

3. Mileage by vehicle

Total mileage delta per vehicle across the date range, sortable. Highlights heavy-use vehicles (might need different service intervals) and stranded ones (unused vehicles you might dispose of).

CSV export

Each table has its own Export CSV button. The exports respect the current date range and any column sort. Useful for:

  • Annual returns / corporation tax filings.
  • Sharing with an external accountant who lives in spreadsheets.
  • Year-on-year comparisons by saving snapshots.

The CSVs are flat tables with columns in the same order as the on-screen view, plus a few extra fields that don't fit the screen (vehicle make/model, owner email, etc.).

What gets counted

  • Service history entries with a cost field count toward total spend. Entries without a cost (a free check by a friend, etc.) don't.
  • History check fees count if you paid GarageHQ for the check (i.e. not waived under Personal-plan exemption). Charged at whatever your access tier paid at the time.
  • Mileage is the difference between consecutive readings on the same vehicle. The first reading is the baseline, not a count itself.

What doesn't count:

  • Subscription fees. They're per-org, not per-vehicle, so reporting doesn't try to allocate them. They show up on your invoices instead.
  • Parts orders. Those happen at the merchant (Euro Car Parts, eBay, etc.) which doesn't tell us when you actually buy.
  • Fuel and other costs you haven't entered. Reporting can only see what's in GarageHQ.

Per-member or per-garage breakdowns

Two filters available above the breakdown tables:

  • By owner — see only vehicles owned by a chosen org member. Useful if you bill different cost centres for different fleets.
  • By garage — see only services done at a specific saved garage. Useful for negotiating better rates by showing them last year's spend.

What next?