> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Export and use the customer report
> Review customer records in one table, sort by billing or portal status, and export a spreadsheet for your team.
## What you will accomplish
You will open the **Customer Report**, read the columns your team cares about (cars, portal sign-in, payment setup, monthly recurring charges), and export a spreadsheet when you need to share data outside the app.
Use this guide when a manager asks questions like:
* Who still needs to sign in to the portal?
* Which customers do not have a payment method on file?
* How much monthly recurring revenue is tied to each customer?
* Can I get a list of every customer with their cars and contact details?
The report pulls from the same customer records you see on [All Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all). Updating a customer record updates the report the next time you open it.
**Report vs All Contacts list**
Use **All Contacts** for day-to-day lookups, portal invites, and opening one customer. Use **Report** when you need many rows, extra billing columns, sorting, or a spreadsheet export.
## Before you start
* You can open **Contacts** in the dashboard (any team member with customer access can use the report).
* Know what question you are trying to answer—for example portal sign-in status, payment method, or monthly recurring totals.
* Optional: payment processing is connected in [Settings > Billing](https://www.carstoragesoftware.com/dashboard/settings/billing) if you need **In Stripe**, **Payment Method**, or **Monthly Recurring** columns.
## Open the Customer Report
In the left sidebar, click **Contacts**, then **All Contacts**. You can also open [All Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all) directly.
**Expected result:** You see your customer list with the search bar and action buttons near the top.
*The **Report** button sits in the top-right area of All Contacts—near **Create New Customer**.*
In the top-right area of the page (near **Create New Customer**), click **Report**.
**Why this matters:** The report is built for reviewing and exporting many customers at once. The main contacts list is better for day-to-day lookups and sending portal invites.
The page title says **Customer Report**. A table appears with one row per customer.
**Expected result:** You see how many records were found (for example, "12 records found") above the table. That count includes every active customer unless you filtered the main contacts list before opening Report.
*The Customer Report shows one row per customer. Use it when you need a wide view or a spreadsheet export.*
## Understand the main columns
The report starts with a practical set of columns. You can show or hide more using the **Columns** button (see the next section).
| Column | What it tells you |
| - | - |
| **First / Last Name** | Who the customer is |
| **Email / Phone** | How to reach them |
| **Cars** | How many vehicles are linked to the record |
| **Status** | Whether the customer is **Active** or **Inactive** |
| **Account Status** | Portal sign-in progress: **Not signed in yet**, **Email Sent**, or **Signed In** |
| **Portal Access** | **Full** (normal portal) or **Ticket-only** (limited access—see [Understand portal access levels](/docs/contacts/understand-portal-access-levels)) |
| **In Stripe** | Whether the customer is linked for online billing (when payments are enabled) |
| **Payment Method** | Whether a card or bank method is saved on file |
| **Monthly Recurring** | Total of active recurring charges for that customer |
**Why Account Status matters**
**Account Status** helps your team follow up on portal onboarding. If someone shows **Email Sent** but never **Signed In**, a quick call or resend invite (while the button is still available) often fixes the problem.
## Sort and choose columns
Sorting helps you answer questions like "Who owes the most in monthly recurring?" or "Which customers still need to sign in?"
Click a column heading that shows a sort icon (for example **Last Name** or **Monthly Recurring**). Click again to reverse the order.
**Expected result:** Rows reorder so you can scan the top or bottom of the list—for example, customers with the highest monthly recurring total.
Click **Columns** above the table on the right side.
**Expected result:** A menu lists every available column with checkboxes. Checked columns appear in the table.
Turn on columns such as **Portal Access**, **In Stripe**, **Default Payment Method**, or **Payment Method** when you are preparing a billing or onboarding review.
*Use Columns to turn on Portal Access, payment fields, or address columns before you export.*
**Why this matters:** Hiding columns you do not need keeps the table readable. Showing the right columns answers your question without exporting first.
## Export to CSV
When you need to email a list to ownership, share with bookkeeping, or work in Excel or Google Sheets:
Use **Columns** so only the fields you need are visible. The export includes the columns currently shown in the table.
**Why this matters:** If you forget to turn on **Payment Method** before exporting, that column will be missing from the spreadsheet.
Click **Export** above the table, then choose **Export as CSV**.
*Export as CSV downloads a spreadsheet file with the customers and columns currently visible in the report.*
Your browser downloads a `.csv` file. Open it in Excel, Google Sheets, or another spreadsheet app.
**Expected result:** Each row is one customer. Each column matches what you had visible in the report. If a column was hidden before export, it will not appear in the file—open **Columns** and try again if something is missing.
**Export is a snapshot**
The CSV reflects the report at the moment you clicked **Export**. If a customer pays an invoice or signs into the portal five minutes later, run **Export** again for an updated file.
**Sensitive data**
Exported files may include emails, phone numbers, and billing details. Store and share them the same way you would treat customer financial records.
## Common ways teams use the report
* **Portal onboarding** — Sort or scan by **Account Status** to find customers who have not signed in yet. Pair with [Invite a customer to the portal](/docs/contacts/invite-a-customer-to-the-portal).
* **Payment readiness** — Show **In Stripe** and **Payment Method** before month-end billing. Pair with [Manage billing on a customer record](/docs/contacts/manage-billing-on-a-customer-record).
* **Revenue review** — Sort by **Monthly Recurring** for a quick picture of storage and service subscriptions per customer.
* **Ownership review** — Export with name, email, cars, and city for a monthly snapshot.
* **Ticket-only vs Full customers** — Enable **Portal Access** when your manager wants to see who has limited event access versus full storage portal access.
## Troubleshooting
**Monthly Recurring or payment columns are missing**
Ask an admin to confirm payment processing in [Settings > Billing](https://www.carstoragesoftware.com/dashboard/settings/billing). Some billing columns only appear when payments are enabled for your facility. You may also need to open **Columns** and turn them on manually.
**A customer looks wrong in the report**
Open their record from [All Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all), fix the details on the customer detail page, then refresh the report. The report does not have its own edit screen—it mirrors customer records.
**Export button is grayed out**
The export button stays disabled when there are zero customers. Add or import customers first, or check that you are on the correct team account if you use multiple facilities.
**Portal Access column is hidden**
Click **Columns** and check **Portal Access**. It is not shown by default on every team's report setup.
## What to do next
* Customers missing portal sign-in? Follow [Invite a customer to the portal](/docs/contacts/invite-a-customer-to-the-portal).
* Need payment methods on file? Read [Manage billing on a customer record](/docs/contacts/manage-billing-on-a-customer-record).
* Want to change who appears on **All Contacts**? Use [Find and filter contacts](/docs/contacts/find-and-filter-contacts) for daily list work.
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