Reports & Analytics

SOPHIOS provides comprehensive reporting and analytics tools to gain insights into your asset operations, financials, crew, and more.

Available Reports

Financial Reports

Budget Performance Report

What It Shows:

• Budget vs. actual spending by period
• Variance analysis (over/under budget)
• Category-wise breakdown
• Trend analysis over time

Filters:

• Asset selection
• Date range
• Budget categories
• Status (active/inactive)

Export Options:

• PDF - Formatted for presentation
• CSV - Raw data for analysis
• Excel - Pre-formatted with charts

###Spending Trends Report

What It Shows:

• Month-over-month spending comparison
• Year-over-year trends
• Category distribution (pie charts)
• Top expense categories

Key Metrics:

• Total spending by period
• Average monthly spending
• Highest spending month
• Category percentages

Visualizations:

• Line charts - Spending over time
• Bar charts - Category comparison
• Pie charts - Category distribution
• Heat maps - Spending patterns

Vendor Analysis Report

What It Shows:

• Top vendors by spending
• Vendor payment history
• Average transaction value
• Vendor category distribution

Use Cases:

• Identify cost-saving opportunities
• Negotiate better rates with top vendors
• Track vendor performance
• Audit vendor relationships

Metrics:

• Total spend per vendor
• Transaction count
• Average invoice value
• Payment terms compliance

Invoice Status Report

What It Shows:

• Invoices by status (Pending, Approved, Paid, etc.)
• Aging analysis (overdue invoices)
• Approval bottlenecks
• Processing time metrics

Filters:

• Status
• Date range
• Vendor
• Category
• Amount range

Crew & HR Reports

Payroll Summary Report

What It Shows:

• Total payroll by period
• Department payroll breakdown
• Employee-wise payroll details
• Adjustment analysis

Key Metrics:

• Gross payroll
• Net payroll
• Total deductions
• Average salary by department
• Payroll vs. budget

Breakdown:

• By department
• By position
• By employment status
• By contract type

Crew Roster Report

What It Shows:

• Complete crew list
• Employment status distribution
• Department headcount
• Contract expiration dates

Export Uses:

• Share with port authorities
• Insurance documentation
• Compliance audits
• Management reviews

Customizable Fields:

• Personal information
• Contact details
• Employment dates
• Salary information (if permitted)
• Document status

Document Compliance Report

What It Shows:

• Expiring documents (next 30, 60, 90 days)
• Expired documents
• Missing documents
• Compliance status by employee

Alerts:

• 🔴 Critical - Expired documents
• 🟠 Urgent - Expiring in 7-30 days
• 🟡 Warning - Expiring in 30-90 days
• 🟢 Valid - More than 90 days

Action Items:

• List of employees needing document renewal
• Priority ranking
• Responsible person
• Due dates

Department Cost Analysis

What It Shows:

• Total costs by department
• Headcount per department
• Average salary per department
• Cost per employee

Comparisons:

• Month-over-month
• Year-over-year
• Budget vs. actual
• Department-to-department

Asset Performance Reports

Maintenance Cost Report

What It Shows:

• Total maintenance spending
• Preventive vs. reactive maintenance
• Maintenance by category
• Maintenance trends

Breakdown:

• By asset component (engine, hull, etc.)
• By vendor/contractor
• By urgency (scheduled vs. emergency)
• By cost center

Unified Analytics

Data from both manual invoice entry and CSV transaction imports feed the same analytics dashboards. This means you get a complete picture regardless of how data enters the system.

Data Sources:

• AI-powered OCR invoice processing
• CSV transaction imports (bank statements, accounting exports)
• Manual invoice entry

All sources contribute to:

• Spending trend analysis
• Vendor analytics
• Category breakdowns
• Budget utilization tracking

Analytics Dashboard

Overview Dashboard

Real-Time Metrics:

Visualizations:

• Spending trends line chart
• Budget utilization gauge
• Category distribution pie chart
• Department costs bar chart

Financial Dashboard

Key Metrics:

• Month-to-date spending
• Year-to-date spending
• Budget remaining
• Top expense categories
• Largest invoices
• Pending approvals value

Charts:

• Monthly spending trends
• Budget vs. actual
• Category breakdown
• Vendor distribution

Crew Dashboard

Key Metrics:

• Total active employees
• New hires this month
• Terminations this month
• Average tenure
• Total monthly payroll
• Payroll by department

Charts:

• Headcount trends
• Department distribution
• Status breakdown
• Payroll trends

The Five Dashboards

Yacht Analytics Dashboard

Specialized for maritime operations:

• Fuel consumption and costs over time
• Marina and port fee analysis
• Maintenance cost trends (preventive vs corrective)
• Catering and provisions tracking
• Overview statistics with KPI cards

Learn more about Yacht Analytics →

Crew Analytics Dashboard

Human resources insights:

• Headcount trends over time
• Department cost distribution
• Payroll trends and comparisons
• Employee status breakdown

Trip Analytics Dashboard

Journey and voyage tracking:

• Trip frequency and distances
• Cost per trip analysis
• Route analytics
• Fuel consumption per voyage

Invoice Analytics Dashboard

Financial document processing insights:

• Spending trends (monthly, quarterly, annual)
• Top vendors by spend
• Invoice status distribution and approval bottlenecks
• Category breakdown analysis
• Budget utilization panels
• Recurring contracts overview

Financial Reports Dashboard

Comprehensive financial overview:

• Balance general (funding vs spending)
• Spending line breakdown by cost center
• Cash reconciliation (cierres de caja)

Learn more about Financial Reports →

PDF Export

All dashboards support PDF export for professional reporting:

• Formatted tables and charts
• Professional layout
• Date range and filter context included
• Suitable for board meetings and stakeholder presentations

Export Options

Export Formats

Report Sharing

Share with Team

Sharing Options:

1. Direct Link - Share URL to report
2. Email - Send report as attachment
3. Embed - Embed in presentations
4. Print - Physical copies

Permission Control:

• View only
• View and export
• View, export, and schedule
• Full access

Access Duration:

• Permanent access
• Time-limited (expires after X days)
• One-time view
• Revocable anytime

Data Filtering

Advanced Filters

Date Filters:

• Specific date range
• Relative ranges (last 30 days, this quarter)
• Fiscal periods
• Comparison periods

Asset Filters:

• All assets
• Specific asset
• Asset type (Yacht, Jet, Property)
• Asset group/portfolio

Category Filters:

• Expense categories
• Department categories
• Custom categories
• Multi-select

Status Filters:

• Active/Inactive
• Pending/Approved/Rejected
• Paid/Unpaid
• Overdue/Current

Amount Filters:

• Minimum amount
• Maximum amount
• Range
• Top N transactions

Report Permissions

Access Control

⚠️ = Limited access (non-financial data only)

Best Practices

Regular Review Schedule

Weekly:

• Review pending approvals
• Check document expiries
• Monitor budget utilization
• Review new invoices

Monthly:

• Generate budget vs. actual reports
• Review payroll summaries
• Analyze spending trends
• Check vendor performance

Quarterly:

• Comprehensive financial review
• Portfolio performance analysis
• Crew cost analysis
• Strategic planning reports

Annually:

• Year-end financial reports
• Tax documentation
• Annual budgets vs. actual
• ROI analysis

Report Organization

1. Standardize Naming - Consistent report names
2. Use Templates - Save frequently-used reports
3. Export Regularly - Generate PDF exports for monthly/quarterly reviews
4. Archive Old Reports - Maintain historical data
5. Document Assumptions - Note any data exclusions
6. Version Control - Track report changes over time

Data Quality

1. Verify Before Export - Spot-check key figures
2. Check Date Ranges - Ensure correct periods
3. Review Filters - Confirm no unintended exclusions
4. Compare Periods - Sanity check against previous reports
5. Audit Trail - Document data sources
6. Reconcile - Match reports to source data

Troubleshooting

Report Shows No Data

Possible Causes:

• Filters too restrictive
• Date range has no transactions
• User lacks permission for data
• Asset has no activity in period

Solutions:

• Remove or adjust filters
• Expand date range
• Check permissions
• Select different asset

Export Fails

Possible Causes:

• Report too large (>10,000 rows)
• Timeout due to complexity
• Browser compatibility issue
• Network interruption

Solutions:

• Apply filters to reduce size
• Export in smaller chunks
• Try different browser
• Check internet connection

FAQ

How often are reports updated?

Real-time. Reports reflect current data at time of generation. Scheduled reports run at specified times.

Can I customize existing report templates?

Yes. Open any report, adjust filters/fields, and save as new template.

How long is report history kept?

Generated reports kept for 90 days. After that, regenerate from historical data.

Can I compare multiple assets in one report?

Yes. Select multiple assets in the dashboard filters to compare data side by side.

Are reports affected by user permissions?

Yes. Users only see data they have permission to access. Payroll reports restricted to authorized roles.

Can I export reports for external stakeholders?

Yes. Use PDF export from any dashboard to generate professional reports suitable for sharing.