Reporting
Reports in Ahoy
Reports turn your CRM data into charts and tables you can save, share, and pin to dashboards. You can ask a question in plain language, start from a suggested report, or build one yourself.
Overview
Open Reports from the main navigation. The page has three tabs:
- Suggested reports Ready-made reports and a prompt bar where you can ask a question.
- My reports Reports you've saved, plus any your team has shared with you.
- Dashboards Collections of reports you can view together.
Reports always show live data. Every time you open one, we run it against your current CRM records.
You only see records you have access to. Two people can open the same report and see different numbers if they have different access.
Create a report
There are three ways to create a report. Pick the one that fits how well you know what you want.
Ask a question
The fastest way to get an answer.
- On the Suggested reports tab, type a question in the Ask Ahoy about your data... bar.
- Ahoy builds the report and shows it in a side panel. Switch between chart and table views to see the numbers.
- Ask follow-up questions to refine it.
- Select Save Report, give it a name and an optional description, then select Save. Or select Export CSV to download the data.
Chips under the prompt bar run common questions in one click. Once you have at least 3 deals, you'll see chips based on what's happening in your pipeline – like “3 deals closing this week” – along with Win/loss rate, Activity this week, and New deals added. With fewer deals, you'll see getting-started chips instead.
You can also ask for a chart in any Ahoy chat. The chart appears above the reply, with a toggle to switch to a table.
Start from a suggested report
Suggested reports cover the most common questions teams ask. Select one to open it in the report editor with everything already set up. Change anything you like, then save it as your own. See Suggested reports by role below.
Build a report from scratch
Use the report editor when you know exactly what you want to measure.
- On the My reports tab, select New report.
- Under What do you want to report on?, choose a data source, such as Deals or Contacts.
- Under Measure, select Add measure and pick what to count or total – for example, Count of deals or Sum of Amount.
- Under View by, select Add grouping to break the numbers down – for example, by stage, owner, or close month.
- Optionally, add Filters, choose a Sort By field, set Limit Results, and add Viewer filters.
- Pick a chart type and select Save.
A live preview updates as you make changes. If you close the tab before saving, your draft is waiting for you when you come back in the same browser.
What you can report on
Every report combines a data source, one or more measures, optional groupings, and optional filters.
Data sources
| Data source | Use it for |
|---|---|
| Deals | Pipeline value, forecasts, deals by stage, owner, or company |
| Contacts | List growth, lifecycle stages, contacts by company or owner |
| Companies | Breakdowns by country, industry, owner, or any company property |
| Notes | Note volume by owner or date |
| Deal Velocity | How often deals enter each stage, and how they move between |
| Deal Velocity | stages |
Custom properties on these records are available too. Text, dropdown, number, currency, date, email, and URL properties can be used. Yes/no (checkbox) properties can't be used in the report editor.
Measures
A measure is the number you want to see:
- Count works on any property.
- Sum and Average work on number and currency properties.
View by
View by breaks your measure into rows or chart segments. You can add up to three groupings:
- A property, such as Country.
- A related record, such as Owner, Company, Pipeline, Stage, or Lifecycle Stage. You can group by a related record when each record links to only one of them – a deal has one company, for example.
- A date, by day, week, month, quarter, or year.
Filters
Filters narrow down which records are included. Combine conditions with AND or OR. You can filter on the record's own properties or on a related record's properties – for example, deals where the stage isn't Closed Lost.
Chart types
Choose from Bar chart, Line chart, Area chart, Pie chart, Funnel chart, or Table. Charts need at least one View by grouping, but a table works without one. Ahoy suggests a chart type based on your data, and you can always change it. Reports show up to 500 rows unless you set a limit. The maximum is 1,000 rows.
Suggested reports by role
Different people need different answers from the same data. Here are the reports we'd suggest for each role. Names in quotes are on the Suggested reports tab. Build means create it in the report editor.
Some suggested reports leave out closed deals by looking for stages named Closed Won or Closed Lost. If you've renamed those stages, update the filter after you open the report.
Sales reps
Focus on what to work on today.
| Question | Report | What it shows |
|---|---|---|
| What should I work on this month? | “What should I focus on this month?” | Deals closing in the next 30 days, soonest first, leaving out Closed Lost |
| Which deals have slipped? | “Which deals need attention?” | Deals that passed their close date in the last year, oldest first Closed deals are included, so add a stage filter to see only open ones. |
| Where's the biggest opportunity? | “Which deals are worth the most?” | Deals over $10,000, highest value first |
| How's my own pipeline? | Build: Deals, Sum of Amount, view by Stage, filtered to you as Owner | Your pipeline by stage |
Sales managers
Keep an eye on pipeline health and team performance.
| Question | Report | What it shows |
|---|---|---|
| How healthy is the pipeline? | “How's my pipeline?” | Deal count and value by pipeline and stage |
| Who's carrying the pipeline? | “Which rep is carrying the pipeline?” | Total deal value by owner |
| Which deals have been open longest? | “Where are deals getting stale?” | Deals not in Closed Won or Closed Lost, oldest created first |
| Are we closing more deals? | “Am I closing more deals?” | Deals with a close date, counted by stage and close month |
Tip: Build a team dashboard with these reports. Add a Pipeline viewer filter to each report so managers can pick their own pipeline.
Executives and finance
Get a top-level view of revenue.
| Question | Report | What it shows |
|---|---|---|
| What revenue is coming? | “What's my revenue forecast?” | Deal value and count by expected close month |
| What's in the pipeline right now? | “What's my real forecast number?” | Total deal value by pipeline and stage (not weighted by probability) |
| Are new deals coming in? | “Are new deals flowing in?” | New deals and their value, by month created |
| What's the overall picture? | Sales Overview dashboard | Pipeline, forecast, closing soon, and overdue deals together |
Tip: To send a dashboard to board members or investors who don't use Ahoy, use a share link set to Anyone with the link.
Sales operations and CRM admins
Find process bottlenecks and gaps in your data.
| Question | Report | What it shows |
|---|---|---|
| Which stages get the most traffic? | “Where do deals get stuck?” | How many times deals entered each stage |
| Where do deals drop off? | “Where's the leakiest funnel stage?” | How many times deals moved from each stage to the next |
| Who's logging notes? | Build: Notes, Count, view by Owner and by week | Note volume across the team |
Marketing and growth
Track the top of the funnel.
| Question | Report | What it shows |
|---|---|---|
| Is our audience growing? | “Is my contact list growing?” | New contacts by month |
| Where are contacts in the | “Where are contacts in the | Contacts by lifecycle stage |
| lifecycle? | lifecycle?” | |
| Which sources bring in | Build: Contacts, Count, view by | Contacts by source |
| leads? | your lead source property | |
| Are new deals coming in? | “Are new deals flowing in?” | New deals by month created |
Account managers and customer success
Know your key accounts.
| Question | Report | What it shows |
|---|---|---|
| Which accounts have the most deals? | “Which companies have the most deals?” | Companies ranked by number of deals |
| Where are our customers? | “How are my companies distributed?” | Companies by country |
| How much attention is an account getting? | Build: Notes, Count, view by month, filtered to one company | Notes logged for that account over time |
| Which renewals are coming up? | Build: Deals, Sum of Amount, view by close month, filtered to your renewal pipeline | Upcoming renewal value by month |
Dashboards
A dashboard puts several reports on one page, so you can check everything at a glance.
Sales Overview
The first time someone in your organization opens the Dashboards tab, we try to create a Sales Overview dashboard. It can include four reports:
| Report | What it shows | Needs |
|---|---|---|
| Pipeline by Stage | Deal value and count in each stage | At least 3 deals across 2 stages |
| Revenue Forecast | Expected revenue by close month | 3 or more deals with a close date |
| Closing Soon | Open deals closing in the next 30 days | A deal closing in the next 30 days |
| Overdue Deals | Open deals that passed their close date in the last year | A deal past its close date |
We create the dashboard with the reports that have enough data at that moment. Until at least one does, you'll see placeholders explaining what each report needs. Reports that qualify later aren't added automatically. To get them, open the matching suggested report, save it, and add it to the dashboard. Everyone in your organization can see Sales Overview. Removing a report removes it for everyone.
Create your own dashboard
- On the Dashboards tab, select New dashboard.
- Give it a name and an optional description.
- To let your whole team see it, turn on Make this dashboard visible to all members of the organization.
- Pick the reports to include, then save.
You can add more later with Add to dashboard on the My reports tab. Removing a report from a dashboard doesn't delete the report.
You can add reports you created and reports shared with your team. On a shared dashboard, people only see reports that are shared with the team. Anyone in your organization can edit or delete a dashboard that's visible to everyone.
Select a report on a dashboard to see it larger, or select Open in editor to change it.
Viewer filters
Viewer filters let people adjust a report without editing it. In the report editor, open Viewer filters and add up to five. Each filter is either:
- A related record, such as a Pipeline picker, so each team can see its own pipeline.
- A date property, such as Close Date, so viewers can pick a date range.
Viewers see these filters when they open the report from a dashboard. Their choices are saved in the page link, so copying the link shares the same filtered view.
If any report on a dashboard has a date viewer filter, the dashboard shows a Date range picker at the top. It applies to every report on the dashboard that has a date viewer filter.
Share and export
New reports are private. Only you can see them until you share them.
Share with your team
Turn on Share with team in the report editor, or use the Shared toggle on the My reports tab. Everyone in your organization will then see the report on their My reports tab.
Teammates can view a shared report, but only the person who created it can edit it, delete it, or change its sharing.
Share a link
The person who created a report or dashboard can send it with a share link. Choose who can open it:
| Access | Who can open it |
|---|---|
| Private | Only you |
| Organization members only | Anyone signed in to your organization |
| Anyone with the link | Anyone - no login required |
Important: A share link shows the data you can see, whoever opens it. If you have access to records others don't, anyone who opens the link sees them too. Check the report before you share it outside your organization.
A share link stops working if the person who created it leaves your organization.
Export to CSV
When you ask Ahoy a question on the Reports page, select Export CSV in the side panel to download the data. Saved reports and dashboards can't be exported to CSV yet.
FAQs
Why doesn't my Sales Overview have all four reports?
It was created with the reports that had enough data at the time. To add another, open the matching suggested report, save it, and add it to the dashboard.
Why does my teammate see different numbers?
Reports only include records each person has access to. Also check that you're both using the same viewer filters.
Can I see how long deals spend in each stage?
Not yet. Deal Velocity reports show how many times deals entered each stage and how they moved between stages. They don't show time spent in a stage or conversion rates.
Is “What's my real forecast number?” weighted by probability?
Not yet. It shows total deal value by pipeline and stage.
Can I edit a report a teammate shared with me?
No. Only the person who created a report can edit or delete it. Ask them to make the change, or build your own version.
Can I schedule a report to be emailed?
Not at the moment. Use a dashboard or a share link to give people ongoing access.
Can I report on other objects, like custom objects?
The report editor supports Deals, Contacts, Companies, Notes, and Deal Velocity. For other objects, ask Ahoy in the prompt bar or in chat.
Why can't I find a property in the report editor?
Yes/no (checkbox) properties and some other property types can't be used in reports yet.
Can I add more groupings or rows?
Reports support up to three groupings and 1,000 rows. To go further, create a second report and put both on a dashboard.