Analytics in Invoice Genie gives you a real-time financial dashboard for your business. See your total outstanding balance, annual sales, top debtors, monthly and quarterly revenue trends, and how your sales break down across clients — all from a single screen with interactive charts and drill-down views. This guide walks through every tab, chart, and feature.
How to Open Analytics
From the Home tab (the house icon in the bottom tab bar), look for the bar chart icon in the top-right area of the header — it sits next to the notification bell and your profile avatar. Tap it to open Analytics.
All users can access Analytics regardless of their role (Administrator, Manager, Crew Member, or Accountant). There are no restrictions.
The Analytics Screen
Analytics is organized into three tabs at the top of the screen:
| Tab | Icon | What It Shows |
|---|---|---|
| Overview | Pie chart | Total outstanding, annual sales, and your top 10 debtors |
| Sales | Bar chart | Monthly or quarterly revenue trends with an interactive chart and detailed breakdown |
| Clients | People | Client distribution chart showing how your sales are spread across clients |
The selected tab is highlighted in blue with a subtle glow effect. Tap any tab to switch — the transition uses a smooth spring animation.
Year Picker
In the top-right corner (visible on the Overview tab), there’s a year dropdown showing the current year (e.g., “2026”). Tap it to see:
- All Years — shows data across every year with invoices on file
- Individual years — lists every year that has invoice or estimate data, sorted newest first
A checkmark appears next to the currently selected year. The year filter applies to all three tabs — switching years updates Overview, Sales, and Clients simultaneously. Your selection is saved automatically, so it persists between sessions.
Overview Tab
The Overview tab is your at-a-glance financial summary. It has three sections:
Summary Cards
Two cards appear side by side at the top:
| Card | Icon | What It Shows |
|---|---|---|
| Total Outstanding | Orange exclamation mark | The total amount still owed to you across all unpaid invoices for the selected year. Accounts for partial payments — if a client paid $500 on a $1,000 invoice, only $500 shows as outstanding. |
| Annual Sales | Blue trend line | The total value of all invoices for the selected year, regardless of payment status. This is your gross revenue figure. |
When you select “All Years”, the app uses server-side aggregated totals for maximum accuracy, so the numbers reflect your complete invoice history even beyond what’s loaded on your device.
Top 10 Outstanding Balances
Below the summary cards is a ranked list of the clients who owe you the most, sorted from highest balance to lowest. Each row shows:
- Client name
- Number of outstanding invoices (e.g., “28 invoices outstanding”)
- Outstanding amount in orange
- Chevron arrow indicating you can tap for details
At the bottom of the list, a Total Outstanding Balance row sums up the entire outstanding amount across all clients (not just the top 10).
Tapping a Client Row
Tap any client in the outstanding balances list to see that client’s unpaid invoices. The drill-down screen shows:
- The screen title: “[Client Name]’s Invoices”
- A list of all unpaid invoices for the selected year, sorted newest first
- Each invoice shows: invoice number, amount, date, and a status badge (Paid in green or Outstanding in orange)
- Tap any invoice to open the full invoice editor/viewer
Sales Tab
The Sales tab shows your revenue trends over time with an interactive bar chart and a detailed breakdown table.
Monthly vs. Quarterly Toggle
At the top of the Sales tab, a segmented picker lets you switch between:
- Monthly — 12 bars (January through December)
- Quarterly — 4 bars (Q1 through Q4)
Sales Trend Chart
A bar chart (built with Apple’s native Swift Charts) visualizes your revenue for each period:
- Monthly view: One bar per month. The x-axis shows abbreviated month names (Jan, Feb, Mar…). The y-axis shows the sales total.
- Quarterly view: One bar per quarter (Q1–Q4). Each quarter aggregates three months of data.
- Bars are filled with a blue-to-purple gradient for a clean, modern look.
Detailed Breakdown Table
Below the chart, a Detailed Breakdown table lists every period with three columns:
| Column | Description |
|---|---|
| Month / Quarter | The period name (e.g., “Jan” or “Q1”) |
| Documents | Number of invoices in that period (e.g., “5 invoices”) |
| Total | Sum of invoice amounts for that period |
Rows with data are highlighted with a blue accent line on the left edge and a subtle blue background tint. A pulsing blue dot appears next to active periods. Rows with no data are displayed in gray.
Tapping a Period Row
Tap any period to drill down into the invoices for that time range:
- Monthly row → opens a list titled, for example, “January 2026 Invoices” with every invoice from that month
- Quarterly row → opens a list titled, for example, “Q1 2026 Invoices” with every invoice from that three-month span
Each drill-down list shows the invoice number, amount, date, and paid/unpaid status. Tap any invoice to open it.
Clients Tab
The Clients tab shows how your revenue is distributed across your client base.
Client Distribution Chart
At the top, a horizontal stacked bar gives you a visual breakdown of your top 10 clients by revenue. Each client is assigned a unique color gradient:
| # | Color |
|---|---|
| 1 | Blue → Purple |
| 2 | Orange → Red |
| 3 | Emerald → Teal |
| 4 | Pink → Magenta |
| 5 | Yellow → Amber |
| 6 | Cyan → Azure |
| 7 | Crimson → Rose |
| 8 | Lime → Forest |
| 9 | Indigo → Royal Purple |
| 10 | Coral → Salmon |
Below the bar, a legend maps each colored dot to the client name and their percentage of total sales.
Client Details List
Below the distribution chart, the Client Details section lists every client with revenue for the selected year (not limited to 10), sorted from highest to lowest. Each entry shows:
- Colored dot matching the chart
- Client name
- Percentage of total sales (e.g., “15% of total sales”)
- Revenue amount
- “Annual Revenue” label
The percentage display is smart: it shows “0%” for zero, “<1%” for tiny amounts, one decimal place for single-digit percentages (e.g., “3.2%”), and rounded whole numbers for larger shares (e.g., “15%”).
Understanding the Numbers
A few important notes about how Analytics calculates values:
- Total Outstanding uses the remaining balance on each invoice, not the full amount. If a $1,000 invoice has $400 in payments recorded, only $600 counts as outstanding.
- Annual Sales counts the full invoice total (before payments), giving you a gross revenue figure.
- Only invoices are counted in sales and outstanding figures. Estimates are not included because they represent potential — not actual — revenue.
- When viewing “All Years”, the app fetches pre-computed totals from the server for accuracy, since your device may only have a subset of invoices loaded locally.
Tips & Best Practices
| Tip | Details |
|---|---|
| Follow up on top debtors | Use the Top 10 Outstanding Balances list to identify clients who owe the most. Tap a client to see their unpaid invoices, then open each one to send a reminder. |
| Compare quarters | Switch the Sales tab to Quarterly view to spot seasonal trends. If Q1 always dips, you can plan marketing accordingly. |
| Identify key clients | The Clients tab shows which clients drive your revenue. If one client is 40% of your sales, that’s useful (and possibly risky) to know. |
| Use year filtering | Compare year-over-year performance by switching years in the dropdown. Check if total sales are trending up. |
| Drill down from charts | Don’t just look at the bar heights — tap into monthly or quarterly rows to see exactly which invoices contributed to that total. |
| Check partial payments | Outstanding amounts account for partial payments. If a number seems off, tap the client to see which specific invoices still have balances. |
