Custom Reports & Mapping

Custom Reports in Cove allow property managers and building administrators to generate, format, and export tailored operational and financial data (such as Work Orders, Billables, and Labor) to match their exact workflows and third-party accounting system specifications.

With Custom Report Mapping, you can define column structures, rename headers, add dynamic calculations, insert blank/static fields, and export data on-demand or schedule it via Batch Reporting.

• Report Row Types
• Custom Report Mapping & Field Types
  • Available Column Types
• Advanced Row & Header Configurations
• Creating & Configuring a Custom Report
  • Step 1: Navigate to Custom Reports
  • Step 2: Set Report Details & Filters
  • Step 3: Configure Custom Mapping
• Exporting Your Report
  • On-Demand Direct Export
  • Scheduled / Batch Reporting
• Frequently Asked Questions (FAQs)

1. Report Row Types

When creating a Custom Report, you can select from three main row types:

2. Custom Report Mapping & Field Types

Under the Custom Report Mapping tab, you can customize the layout of your export:

Available Column Types

• Cove Data Fields: Direct operational attributes from Cove (e.g., Site, Work Order ID, Ticket Type, Category, Issue Type, Status, Labor Hours, Labor Cost, Billable Total, GL Account, Cost Code).

• Combo Fields: Concatenated data points designed for billing descriptions:

  • Combo Field: Issue Type / WO ID

  • Combo Field: Issue Type / WO ID / Invoice Note (ideal for utility billbacks requiring service period context, e.g., "Utility Billback Water - WO #1024 - 10/2026").

• Static Columns: Fixed text or values populated consistently across every exported row.

• Blank Columns: Empty spacer columns required to satisfy third-party accounting import templates.

• Sequence Columns: Automatically incrementing numbers (1, 2, 3…) across rows for feed indexing and sequential batch processing.

• Dynamic Date Columns: Date fields calculated automatically based on business rules:

  • Formats: MM/DD/YYYY or MM-YYYY

  • Anchor Dates: Batch Date, Verified Date, or Closed Date

  • Offsets: Prior Month, Current Month, or Next Month

  • Day Rules: Fixed Day (e.g., 1st or 15th), End of Month, or Same as Anchor

3. Advanced Row & Header Configurations

• Custom Column Headers: Rename any column header to match external accounting or software import specifications.

• Column Reordering: Drag-and-drop or reorder columns to match target file templates.

• Duplicate First Data Row with $0 Amount:

  • Specifically designed for feeds requiring an initial zero-dollar header line (e.g., MRI feed specifications).

  • Automatically mirrors the first data row with an amount of $0.00.

• Summary Row Options (Summary Reports only):

  • Toggle Include Work Order IDs to output a comma-separated list of all contributing Work Order IDs in each summarized Labor Rate row.

4. Step-by-Step: Creating & Configuring a Custom Report

Step 1: Navigate to Custom Reports

1. In the web dashboard, go to Reports & Analytics > Custom Reports (or Work Orders).

2. Click Create Custom Report (or select an existing report to edit).

Step 2: Set Report Details & Filters

1. Enter a Report Name and select the Report Row Type (Standard, Billables Breakout, or Summary).

2. Choose your scope (Site Network or individual Site).

3. Set your default filters (e.g., Date Range, Date Type, Work Order Statuses, Billable Status).

Step 3: Configure Custom Mapping

1. Toggle Enable Custom Export Mapping to ON.

2. Click + Add Column to add desired Cove data fields, static values, sequence numbers, or dynamic dates.

3. Rename headers and adjust the column sequence as needed.

4. (Optional) Configure first-row options (e.g., Duplicate first data row with $0 amount).

5. Click Save Configuration.

5. Exporting Your Report

On-Demand Direct Export

• From the Table tab, verify the data and click Download / Export.

• When Enable Custom Export Mapping is active, the exported file uses your custom mapping, column order, and header names regardless of what is displayed on the screen.

• Large exports are processed in the background and delivered directly to your email inbox.

Scheduled / Batch Reporting

• Link your Custom Report to Batch Reporting for automated recurring exports (daily, weekly, or monthly) delivered to specified stakeholders or integrated systems.

Frequently Asked Questions (FAQs)

Q: Does modifying the on-screen table columns change my export?
No. When Enable Custom Export Mapping is turned on, the exported CSV/Excel file strictly adheres to the configured custom mapping rules, not the temporary on-screen table view.