Software collection playbook
MarketSharp: link sales, cost and payment reports
Same-period report linkage and actual cost coverage.
By Sam Yang · Updated
Do you have the report set, or only the email that promised it?
Use an existing authorized report bundle to answer a financial question. Email receipt date is a delivery event; it does not establish the date range of the sales, production or payment data.
Evidence basis: Saved scheduled-report receipt and CSV download observations. These notes do not establish scheduler-creation menus.
Use supported scoped sources if adequate; old pricing material does not certify current API entitlement.
The owner wants backlog or production exposure
Start with Production Status and Sales, verifying which statuses and jobs each includes; do not substitute Balance Due for unperformed work.
The owner wants margin and collection risk
Add Job Cost, Balance Due and Payment evidence for those same identities. Missing costs or due dates limit the conclusion.
Use supported API or native report access for the required scope. A permitted browser session can collect a specific gap. Neither route proves reconciliation or complete costs.
Put the evidence to work
Which sold and installed jobs need a cost review, and which actually need a collection follow-up?
A sale, production stage, stored job cost, open balance and payment history each describe a different part of the job. Use the named report bundle to build one chain. Then distinguish actual completion from planned stage dates and distinguish a stored commission or G&A allocation from a supplier cash outflow. An incomplete bundle should produce a specific missing-evidence action, not a plausible margin.
Trace a sold job through production, cost and collection
- Begin with an existing authorized scheduled-report receipt. Obtain Production Status Report, Balance Due Report, Job Cost Report, Sales Report and Payment Report; the saved procedure does not establish scheduler-creation menus.
- Open each exact report link, verify the viewer title and download its native CSV. A receipt date establishes delivery timing, not each report’s data cutoff.
- Retain report-specific filters and stable job/sale references. Reject an ordinal-only or ambiguous cross-report match before assigning exact job financials.
- Follow one sale into production and inspect actual task-end dates. Expected installation or completion dates are plans, not proof that work finished.
- Attach the cost report, balance and payments to that same identity. Separate missing reports, unsupported links, unentered cost and overdue collection evidence.
Bring to the review: One job evidence row with sale, actual production state, cost readiness, open balance, payment references and assigned exception owner.
Then decide: Ask production for completion proof, finance for missing cost, or collections for supported open balances. Do not send a collection request from an unverified identity.
Explain the economic meaning of the reported margin
- Retain the cost report’s labels and the inputs behind its stored gross-profit result. The saved parser preserves G&A, marketing, material, labor, commission and miscellaneous legs separately.
- Foot the displayed cost legs to the stored profit. Verify whether a commission reserve or overhead allocation represents a configured estimate, incurred liability or paid amount.
- Compare actual installation-or-later evidence with expected cost readiness. A blank leg is unresolved; a zero leg can be valid but needs an explanation for the chosen job.
- Keep operational job contribution, fully allocated result and cash paid as separate outputs. Do not subtract a G&A allocation again if the stored result already includes it.
- Inspect invoice due dates before assigning aging bands. A balance alone can support an open-balance statement but cannot establish how overdue it is.
Bring to the review: A cost-footing worksheet and category explanation, plus a separate balance list that marks unavailable due dates.
Then decide: Choose the economic metric for pricing or production decisions. Route reserve treatment and accounting recognition to the financial reviewer.
Which collection route answers this question?
Choose the route for the missing evidence and the access available in your account. The comparison below distinguishes documented coverage from coverage that still needs checking.
Supported API or integration
- What it supplies
- The current official MarketSharp feature reference describes customized reports, job costing, commission tracking and QuickBooks/payment integrations. A historical package sheet mentions an API.
- What still needs proof
- That old sheet does not certify current API objects, permissions, plan entitlement, cost-history access or connector directions.
Choose it when: Request current scoped documentation from the vendor and verify the actual account before using an API for this financial bundle.
Existing native scheduled-report bundle
- What it supplies
- Saved collection and parser accept the five named reports with separate source identities and formats.
- What still needs proof
- Receipt timing does not prove filter scope; absent files, repeated report members and unavailable due dates remain exceptions.
Choose it when: Use the original report bundle when it supplies the needed job chain, retaining source bytes and filters per member.
Permitted read-only report viewer
- What it supplies
- Saved collection follows each exact existing report link and uses the viewer’s native CSV download.
- What still needs proof
- This evidence does not establish how to create a new schedule, change tenant stage configuration or collect every report in all editions.
Choose it when: Use the viewer to obtain an authorized existing report or inspect a named stage/identity exception.
Reproduce the diagnostic
Stored allocated result versus direct-cost contribution
All records and amounts below are fictional teaching inputs. This example demonstrates the calculation, not a customer outcome or a reproduced software defect.
In this simplified example, materials, labor and commission total $9,200. Sales less those costs gives $5,800 contribution. Subtracting the explicitly assumed $1,500 G&A allocation gives a $4,300 allocated result. The $6,000 invoiced-but-unpaid portion is a separate balance calculation, not another cost. This is a teaching classification, not a universal MarketSharp category rule.
What the CSV columns mean
- kind: Teaching economic component
- amount: Fictional USD
- Direct-cost teaching total
- 9200 USD
- Materials, labor and assumed direct commission
- Contribution before G&A
- 5800 USD
- Sale less the direct-cost teaching total
- Allocated result
- 4300 USD
- Contribution less the fictional G&A allocation
- Unpaid portion
- 6000 USD
- Sale less received payment, assuming one invoice and no credits
Inspect marketsharp-cost-basis.csv
kind,amount sale,15000 material,5000 labor,3000 commission,1200 ga_allocation,1500 payment_received,9000Download this CSV
Next decision: Confirm the actual commission/G&A basis and invoice applications before choosing a profit metric or collection action.
Run the example locally
Save the CSV files, expected-results.json and reproduce.mjs in one folder. With Node.js installed, run the command below. It calculates the checks from the CSV bytes and rejects a changed input or expected result.
node reproduce.mjs expected-results.json
No software login, customer records or API key is required.
When the result does not make sense
One of five report links is absent or downloads the wrong report
Check: Check the actual title and retained CSV schema, not just the email link text.
Resolve the question: Return the precise missing or mislabeled bundle member and collect its authorized replacement before deriving dependent metrics.
Installed work shows an unexpectedly high margin
Check: Verify actual completion, cost-leg coverage and the economics of commission/G&A entries.
Resolve the question: Keep missing costs visible and compare the correct stored-margin basis with a clearly labeled operational contribution.
Open balance is classified as overdue without a due date
Check: Inspect the balance’s actual invoice/due-date evidence and payment application.
Resolve the question: Report it as open with aging unavailable. Obtain due-date evidence before ranking it by days overdue.
Where automation earns its place
Good work for automation
- Verify bundle membership, report identity and date scope before joining rows.
- Produce separate production, missing-cost and collection queues from confirmed job references.
Keep a person on these decisions
- Interpret commission reserves and overhead allocations before changing financial classifications.
- Resolve ambiguous job mappings and choose the next accountable owner from the actual workflow.
References behind these workflows
Product documentation supports the specific scope stated beside each source. Level's diagnostic methods and fictional calculations remain distinct from vendor capabilities.
- MarketSharp current feature reference
Official CRM/product scope. Web-readable page checked; direct HTTP retrieval encountered an access challenge. Reviewed .
Collect and verify the population
- Five named reports
- Verify Production Status Report, Balance Due Report, Job Cost Report, Sales Report and Payment Report are all present and uniquely identified.
- Native CSV and title
- Check the requested format and title in the retained file, not just the report-link label.
- Cross-report identity
- Link records by the native identifiers and scope; reject duplicated or mislabeled bundle members before deriving totals.
Define the required sales, production, cost, balance and payment reports. Verify each title, date filter and identifier; retain native CSVs and a complete report list. Link reports by source identity.
Dated collection sequence
Dated saved collection procedure reviewed October 6, 2026. Verify the current account, interface, permission and available reports. Menu names may differ.
- Begin with existing authorized scheduled-report emails for the requested receipt date. These notes do not establish scheduler-creation menus.
- Require the needed report set: Production Status Report, Balance Due Report, Job Cost Report, Sales Report and Payment Report.
- Open each exact report link and verify the intended read-only viewer and report identity.
- Confirm its format field reads CSV, then use Save Report and wait for the completed download.
- Verify the CSV extension and expected report title in the first cell.
- Retain each original file; reject missing, duplicated, unknown or mislabeled report members. Report date/filter scope must be established separately from email receipt date.
Evidence acceptance checklist
- Name the sales, production, cost, balance and payment reports needed for the question.
- Retain each report title, period, identifier and original CSV.
- List unmatched records, missing cost evidence and unavailable due dates.
Fictional collection example
A fictional report set links all projects to payments, but omits the cost report and invoice due dates. Collection supports a payment trace. It does not support full job margin or invoice aging. Return the missing report and date fields rather than producing those conclusions.
Invented teaching scenario, not a customer result or a reproduced vendor defect.
Capture the setup with the evidence
- Company, legal entity or account, report name, period, basis, currency and timezone.
- Selected filters, status, page count, original record identifiers and control totals.
- Collection time, source route and authorized role. Record browser and automation versions when using a browser.
- Original files and exceptions. Keep credentials, customer identifiers and financial artifacts private.
A browser version helps reproduce an interface issue. It does not validate the financial conclusion.
Pitfalls and stop conditions
A partial report set cannot support full margin. A commission reserve labeled overhead needs an economic review. Missing due dates cannot establish aging.
How a plausible answer can go wrong
Four correct CSVs and one absent payment file are an incomplete financial bundle. A commission reserve labeled overhead also needs economic review rather than automatic acceptance of the report category.
Stop if account identity, permission, cutoff or population is uncertain. Return the missing evidence for review. Do not fill the gap with an invented record, a balancing entry or an assumed zero.
Read-only AI collection prompt
Replace the bracketed scope before use. This prompt collects evidence; it does not permit edits, approvals or accounting execution. Requesting an emailed report is a separate account action and requires explicit authorization.
Collect read-only evidence for MarketSharp to answer [financial question]. Confirm [company], [account/entity], [period], [basis], [currency] and [allowed reports]. Define the required sales, production, cost, balance and payment reports. Verify each title, date filter and identifier; retain native CSVs and a complete report list. Link reports by source identity. Retain original files, complete record IDs, counts, filters, collection timestamp and exceptions. A partial report set cannot support full margin. A commission reserve labeled overhead needs an economic review. Missing due dates cannot establish aging. Stop if the source or scope is uncertain. Do not post, match, reconnect, delete or change settings. Return the evidence for financial review; do not claim the books are correct. Do not approve, submit payroll, pay, transfer, refund, send messages, invite users or accept terms. Stop at any login, MFA or credential prompt and hand back to the account owner. Store files only in [approved private location]. Do not paste customer artifacts into public tools. Use only preauthorized collection actions. Request an emailed report only when its delivery is explicitly authorized; otherwise ask the account owner to supply the file.
Next decision
What does the evidence support?
Can the owner trace a selected sale through production, costs, balance and payments? Separate missing report coverage from a genuine business exception before assigning follow-up.
Compare the same population, identities and cutoff. Keep unsupported costs or settlements visible before using the result for pricing, cash or close.
Open the financial acceptance guide →Sources and scope
Base product-reference scopes were reviewed . The collection procedure retains its own review date in the dated sequence above. Individual source rechecks are dated with their citations. Operator decision guidance was reviewed 2026-10-07. The references below support their stated product scope, not every observed interface detail. It is not a vendor capability certification, a measured customer result or an independently reconciled account. Verify current features and entitlement in the account you use.
- MarketSharp reporting and dashboard features
Customized reporting and dashboard features, not a promise that every required export exists.