Report Gallery
Guide 26: Report Gallery
Your central hub for financial reports -- browse, run, export, and print
Time estimate: 10 minutes to explore the gallery and run your first report
What you'll learn:
- How to access and navigate the Report Gallery
- All 18 available reports organized by category
- Switching between gallery display modes
- Filtering reports by Personal, Business, or Both
- Exporting to PDF and CSV
- Using print preview
Prerequisites:
- An open OtterLedger file with at least one account
- Transactions recorded for the date range you want to report on
Accessing Reports
- Click Reports in the left sidebar
- The Report Gallery opens, showing all reports as cards organized by group
[Screenshot: Report Gallery in Large Cards view showing report groups]
You can also reach the gallery from inside any report by clicking the Back arrow in the top-left corner of the report view.
Gallery View & Display Modes
The Report Gallery offers three ways to browse reports. Toggle between them using the view buttons in the top-right corner of the gallery header.
| Mode | Description |
|---|---|
| Large Cards | Default view. 180x120 cards showing icon, title, and description, organized by group. Best for discovering reports. |
| Compact Cards | Smaller 160x48 cards with icon and title only. Fits more reports on screen at once. |
| List View | Flat list with icon, title, description, group label, and a Run button per row. Best for quickly scanning all reports. |
[Screenshot: Side-by-side of Large Cards, Compact Cards, and List View modes]
Your display mode preference is saved automatically and persists between sessions.
Report Categories
Reports are organized into five groups. Each table below lists the reports in that group, their purpose, and their availability status.
Spending & Income
Reports that help you understand where your money goes and where it comes from.
| Report | Purpose | Status |
|---|---|---|
| Spending by Category | Breaks down expenses by category so you can see where your money goes | Available |
| Spending Trends | Shows how your spending patterns change over time | Coming Soon |
| Budget vs Actual | Compares your budgeted amounts against actual spending | Available |
Tip: Spending by Category supports drill-down -- click any category total to see the individual transactions behind it.
See also: Guide 29: Spending by Category | Guide 33: Budget vs Actual
Net Worth & Cash Flow
Reports focused on your overall financial position and money movement.
| Report | Purpose | Status |
|---|---|---|
| Income vs Expenses | Monthly side-by-side comparison of earnings and costs | Available |
| Cash Flow | Money flowing in versus out, broken down by period | Available |
| Net Worth Over Time | Tracks your total wealth (assets minus liabilities) over time | Available |
See also: Guide 28: Cash Flow Report | Guide 30: Income vs Expense | Guide 31: Net Worth Report
Business & Tax
Reports for self-employed users, freelancers, and small business owners.
| Report | Purpose | Status |
|---|---|---|
| Tax Summary | Summarizes deductible expenses for tax preparation | Coming Soon |
| Schedule C | Business income and expenses formatted for IRS Schedule C | Available |
| Profit & Loss | Standard income statement showing revenue minus expenses | Available |
| Balance Sheet | Snapshot of assets, liabilities, and equity at a point in time | Available |
| 1099 Summary | Lists vendor payments that may require 1099 reporting | Available |
| A/R Aging | Shows outstanding customer invoices grouped by age (Current, 30, 60, 90+ days) | Available |
Note: Schedule C automatically locks the Personal/Business filter to "Business" since it only applies to business transactions.
See also: Guide 27: Profit & Loss Report | Guide 32: A/R Aging Report | Guide 34: 1099 Summary Report
Debt & Assets
Reports for tracking loans, mortgages, credit cards, and property values. These five reports were added in February 2026.
| Report | Purpose | Status |
|---|---|---|
| Loan Summary | Overview of all loan accounts -- original amounts, current balances, interest rates, and total paid | Available |
| Mortgage Detail / Loan Detail | Detailed view of a single mortgage or loan with payment history, annual interest summaries, and equity tracking | Available |
| Loan Payoff Projection | Models the impact of extra payments on payoff date and total interest saved, with chart visualization | Available |
| Credit Card Summary | Credit utilization across all cards -- balances, limits, and utilization percentages | Available |
| Property & Asset Summary | Asset values, purchase costs, and net gain/loss for properties, vehicles, and other assets | Available |
Tip: The Loan Payoff Projection report includes an interactive chart comparing your current payoff timeline against an accelerated schedule with extra payments.
See also: Guide 46: Loan Center (if available)
Investments
Reports for tracking your investment portfolio.
| Report | Purpose | Status |
|---|---|---|
| Investment Portfolio | Holdings overview with market values, cost basis, and gain/loss per position | Available |
Running a Report
- Click on any available report card in the gallery (cards marked "Coming Soon" are not yet clickable)
- The report opens with default settings -- typically This Month-to-date as the date range and All Accounts selected
- Adjust the report parameters as needed (see below)
- The report refreshes automatically each time you change a parameter
[Screenshot: A report view showing the toolbar with date range, account filter, and business type filter]
Report Parameters
Every report shares a common toolbar with these controls:
| Parameter | Description | Default |
|---|---|---|
| Date Range | Preset or custom period for the report | This Month-to-date |
| Account | Filter to a specific account or view all | All Accounts |
| Personal / Business / All | Filter transactions by business type | All |
Some reports have additional parameters specific to their purpose. For example:
- Mortgage Detail / Loan Detail lets you select which loan account to view
- A/R Aging has an "As of Date" picker
- Loan Payoff Projection lets you enter extra monthly payment amounts
Date Range Presets
The date range dropdown offers a comprehensive set of presets organized into groups:
| Group | Presets |
|---|---|
| Current period | Today, This Week, This Month, This Month-to-date |
| Previous period | Last Month, Last Quarter, Last Year |
| Relative ranges | Last 30 Days, Last 60 Days, Last 90 Days, Last 12 Months |
| Period-to-date | This Quarter, This Quarter-to-date, This Year, This Year-to-date |
| Other | Next Month, All Time, Custom Range |
When you select Custom Range, two date pickers appear so you can enter any start and end date.
Drill-Down
Many reports support drill-down into individual transactions. Click on any amount or category total to open a detail panel showing the underlying transactions. Click the close button on the drill-down panel to return to the summary view.
Personal / Business Filter
If you track both personal and business finances in OtterLedger, you can filter any transaction-based report to show only one type:
- All -- Shows all transactions regardless of business type (default)
- Personal -- Shows only transactions marked as Personal
- Business -- Shows only transactions marked as Business
Transactions marked as "Mixed" appear in both Personal and Business views.
Note: Some reports do not show the business type filter because they are not transaction-based. These include Net Worth, Balance Sheet, A/R Aging, Loan Summary, Mortgage Detail, Loan Detail, Loan Payoff Projection, Credit Card Summary, Property & Asset Summary, and Investment Portfolio.
Note: Schedule C automatically locks the filter to "Business" since it is inherently a business-only report.
Exporting Reports
You can export any report that has finished loading. Two export formats are currently available:
| Format | Best For | Status |
|---|---|---|
| Printing, archiving, sharing with your accountant | Available | |
| CSV | Opening in spreadsheets for further analysis | Available |
| Excel | Native Excel format | Planned |
How to Export
- Run the report with your desired parameters
- Click the Export button in the report toolbar
- Select PDF or CSV
- The file is saved to your Documents/OpenLedger/Reports/ folder
- PDF files open automatically in your default PDF viewer after export
Tip: The exported PDF includes the report title, date range, and all data visible in the report. Keep PDF exports of year-end reports for your tax records.
Printing
Every report supports print preview and printing:
- Run the report with your desired parameters
- Click the Print button in the report toolbar
- A print preview window opens showing how the report will look on paper
- Adjust settings if needed (paper size defaults to Letter, orientation varies by report)
- Click Print to send to your printer
Reports that contain wide tables (such as Loan Payoff Projection or A/R Aging) may default to landscape orientation for better readability.
[Screenshot: Print preview dialog showing a Profit & Loss report]
Tips
Start with the right date range. The default is This Month-to-date, but many reports are more useful with This Year-to-date or Last 12 Months selected.
Use the Personal/Business filter if you mix personal and business transactions in the same accounts. This keeps your Schedule C clean and your personal spending reports accurate.
Drill down into surprising numbers. If a category total looks unexpectedly high or low, click it to see the individual transactions. You may find a miscategorized transaction.
Export PDFs at year end. Before starting a new tax year, export your Schedule C, Profit & Loss, and Balance Sheet to PDF for your records.
Check the Debt & Assets reports regularly. The Loan Payoff Projection report can show you exactly how much interest you would save by making extra payments -- even small amounts can make a big difference over time.
Try different display modes. If you find yourself scrolling a lot in the gallery, switch to Compact Cards or List View to see all reports at a glance.
Reports refresh automatically. You do not need to click a "Run" button -- changing any parameter (date range, account, business type) triggers an immediate refresh.
Troubleshooting
Q: A report shows "No data available for the selected period."
A: This means no transactions match your current filters. Check the following:
- Is the date range correct? Try expanding it to "All Time" to confirm data exists.
- Is the account filter set to "All Accounts" or does the specific account have transactions?
- Is the Personal/Business filter excluding the transactions you expect to see?
Q: Numbers in a report don't match what I see in the transaction list.
A: Reports exclude certain transaction statuses. Only Pending, Cleared, and Reconciled transactions appear in reports. Void, Excluded, and Downloaded (pending bank review) transactions are filtered out. Also check whether transfers are being included or excluded.
Q: A report card says "Coming Soon" and I can't click it.
A: Spending Trends and Tax Summary are planned but not yet implemented. They will become available in a future update.
Q: The exported PDF is blank or very small.
A: Make sure the report has finished loading (the loading indicator should be gone) and that it shows data before exporting. If the report shows "No data available," the PDF will reflect that.
Q: I don't see the Debt & Assets reports.
A: These reports (Loan Summary, Mortgage Detail, Loan Detail, Loan Payoff Projection, Credit Card Summary, Property & Asset Summary) require loan, credit card, or asset accounts to be set up in your file. The report cards always appear in the gallery, but they will show empty results if you have no accounts of the relevant type.
Q: Where are exported files saved?
A: PDF exports are saved to Documents/OpenLedger/Reports/ in your user documents folder. The file name includes the report title and a timestamp.
What's Next?
Learn about specific reports in detail:
- Guide 27: Profit & Loss Report -- Business income statement
- Guide 28: Cash Flow Report -- Money movement analysis
- Guide 29: Spending by Category -- Expense breakdown
- Guide 30: Income vs Expense -- Earnings versus costs
- Guide 31: Net Worth Report -- Wealth tracking over time
- Guide 32: A/R Aging Report -- Outstanding invoices
- Guide 33: Budget vs Actual -- Budget tracking
- Guide 34: 1099 Summary Report -- Vendor payment reporting
Or explore related features:
- Guide 22: Investment Tracking -- Managing investment accounts
- Guide 23: AI Categorization -- Keeping transactions categorized for accurate reports
Need help? Visit the OtterLedger community at github.com/openledger or check the FAQ.