From 9b2ec4c4cbec79e25d6535b897e55d08bccbbe20 Mon Sep 17 00:00:00 2001 From: Polina Date: Tue, 24 Mar 2026 02:17:00 +0000 Subject: [PATCH 1/3] Massive chunk of content --- docs/spend-insights/get-started.md | 17 - docs/spend-insights/guides/analyze-spend.md | 221 ---------- docs/spend-insights/guides/get-report.md | 104 ++++- .../spend-insights/guides/onboard-customer.md | 36 +- .../reports/ongoing-insights.md | 98 +++++ docs/spend-insights/reports/spend-analysis.md | 393 ++++++++++++++++++ docs/spend-insights/reports/spend-summary.md | 106 +++++ sidebars/spend-insights.js | 18 +- src/styles/custom.scss | 61 ++- .../si-create-company-window.png | 4 +- .../spend-insights/si-reports-download.png | 4 +- .../si-spend-analysis-report-averages.png | 4 +- .../si-spend-analysis-report-bills-1.png | 3 + .../si-spend-analysis-report-bills-2.png | 3 + .../si-spend-analysis-report-costs.png | 4 +- .../si-spend-analysis-report-payments.png | 4 +- .../si-spend-analysis-report-suppliers.png | 4 +- .../img/spend-insights/si-update-reports.png | 4 +- 18 files changed, 820 insertions(+), 268 deletions(-) delete mode 100644 docs/spend-insights/get-started.md delete mode 100644 docs/spend-insights/guides/analyze-spend.md create mode 100644 docs/spend-insights/reports/ongoing-insights.md create mode 100644 docs/spend-insights/reports/spend-analysis.md create mode 100644 docs/spend-insights/reports/spend-summary.md create mode 100644 static/img/spend-insights/si-spend-analysis-report-bills-1.png create mode 100644 static/img/spend-insights/si-spend-analysis-report-bills-2.png diff --git a/docs/spend-insights/get-started.md b/docs/spend-insights/get-started.md deleted file mode 100644 index 5805d253e..000000000 --- a/docs/spend-insights/get-started.md +++ /dev/null @@ -1,17 +0,0 @@ ---- -title: "Get started with Spend Insights" -description: "Ready to use Spend Insights? Reach out to your account manager so that we can enable it for you and get you started. In the process, we will set up your Codat instance to match your business processes, company specifics, and requirements. It's that easy." -sidebar_label: Get started -displayed_sidebar: spendInsights -hide_table_of_contents: true ---- - ---- - -## Read next - -The following user guides are available to share with your organization's Relationship Managers and Analysts: - -- [Request information](/spend-insights/guides/manage-relationships) -- [Review spend data](/spend-insights/guides/analyze-spend) -- [Keep data fresh](/spend-insights/guides/refresh-data) diff --git a/docs/spend-insights/guides/analyze-spend.md b/docs/spend-insights/guides/analyze-spend.md deleted file mode 100644 index a0b18823c..000000000 --- a/docs/spend-insights/guides/analyze-spend.md +++ /dev/null @@ -1,221 +0,0 @@ ---- -title: "Review spend analysis and insights" -sidebar_label: Review insights -description: "Learn how to review the spend and supplier information from your customer and associated insights" ---- - -import Tabs from "@theme/Tabs"; -import TabItem from "@theme/TabItem"; - -## Prerequisites - -Before you can review spend data and associated insights, you need to request access to it. We cover this in detail in our [Onboard customer](/spend-insights/guides/onboard-customer) guide. - -In this guide, we will cover how you can view the insights generated from your customer's business data using the [Codat Portal](https://app.codat.io/). - -## Check data status - -Once you onboard the customer, their initial Spend Insights report generates immediately. In the Codat Portal, navigate to the **Spend Insights** tab, locate the customer's company, and check that the report is ready. - -You may see one of the following statuses next to the company name: - -| **Report status** | **Action** | -| ----------------------- | -------------------------------------------------------------------------------------------- | -| **Available** | Codat successfully generated the spend report for this customer, and it's ready to download. | -| **Generating** | Codat is currently generating the spend report for this customer. Check back later. | -| **Unavailable** | Codat hasn't yet received data from this customer. Onboard the customer first. | -| **Failed** | Codat couldn't generate the report. Contact support to resolve the error. | - -![An image of the Portal user interface on the Spend Insights tab with four companies listed and their statuses highlighted.](/img/spend-insights/si-spend-report-statuses.png) - -## Update report - -If your customer shared their data with you via [Data streaming](/spend-insights/resources/link-software), you can refresh the data in the Spend Insights report as often as you need. This ensures you are always working with the most up-to-date financial information of your customers. - -On-demand report update isn't possible if your customer used [Intelligent Upload](/spend-insights/resources/link-file) to share their financial data. - -To generate an updated report, follow these steps: - -1. Navigate to the **Spend Insights** tab in the [Codat Portal](https://app.codat.io). - -2. Search or scroll to locate the company you require reports for. - -3. Click the **Download** icon on the company line to view the dropdown menu. - -4. Click **Update reports** in the dropdown menu. - -5. Track the progress by checking the _Report Status_ column. - -Once updated, the status will change from _Generating_ to _Available_, and you can go ahead and download the resulting report. - -![An image of the Portal user interface on the Spend Insights tab with the Update Reports button visible and highlighted.](/img/spend-insights/si-update-reports.png) - -## Download report - -When you are ready to download a company's Spend Insights report, you can do so from the Spend Insights tab. - -1. Search or scroll to locate the company you require reports for. - -2. Click the **Download** icon again, then click the _Spend Analysis_ line item. - -This initiates the download and saves the Excel report to your default download folder. - -![An image of the Portal user interface with the download dropdown displayed and download button highlighted for an example company](/img/spend-insights/si-reports-download.png) - -## Spend Analysis report - -Codat's **Spend Analysis** covers the summary and details of the customer's spend and suppliers in an Excel format. - -It offers a detailed look into your customer's spend data, providing an overview of their spending and suppliers by payment method and detailed supplier analysis. It also contains the source bills, bill payments, and direct costs that inform the report. - -### Customer tab - -The **Customer** tab provides an at-a-glance view of the company you're reviewing, including their administrative details, and the parameters of the generated report. - -### Spend Analysis tab - -The **Spend Analysis** tab analyses the performance of various payment methods utilized by your customer and looks at the quantities and amounts of suppliers, bills, payments, and direct costs associated with these payment methods. - -This tab uses the same parameters as the **Supplier Analysis** tab, but breaks the data down by payment method instead of supplier. We will review each parameter in detail when covering the **Supplier Analysis** tab. - -![A section of the Spend Analysis tab from the Excel report that displays the payment method breakdown of the data.](/img/spend-insights/si-spend-analysis-report-payment-tab.png) - -### Supplier Analysis tab - -Let's now focus on the **Supplier Analysis** tab, where you will find sections covering supplier details, payment methods, amounts, and terms. You can distinguish between the sections by using their colors. We will go through the columns of this tab and explain how to read their details and data. - -#### Suppliers - -This section covers the supplier's name, the most common method used to pay them, and their imported date. - - - - - -- **Supplier Name** - supplier's name as recorded in your customer's accounting system. -- **Most Common Payment Method** - an aggregate value reflecting the most common method your customer used to pay the supplier. -- **Imported Date** - the date this supplier first appeared in the Spend Analysis file. This becomes significant when reviewing files on an ongoing basis. - - - - - -![A section of the Supplier Analysis tab from the Excel report that displays the supplier name, most common payment method, and imported date columns.](/img/spend-insights/si-spend-analysis-report-suppliers.png) - -In the above example, the supplier _Fahey and Sons_ is most commonly paid by check and first appeared in the file on May 13, 2025. - -If you download a spend analysis file a month later, you will be able to identify new suppliers by using the imported date. - - - - - -#### Bills - -This section goes into the details of bills incurred by your customer, highlighting the amounts and quantities the supplier has raised with the business. - - - - - -- **# of Bills** - the total number of bills raised by the supplier. -- **# of Bills Outstanding** - the total number of bills that haven't been paid yet. -- **Bills Amount** - the total amount the supplier raised bills for. -- **Bills Outstanding Amount** - the total raised amount of bills that haven't been paid yet. -- **% of Bills Outstanding (by amount)** - the outstanding bills amount expressed as a percentage of the total billed amount. -- **Most Recent Bill** - the date when the supplier's most recent bill was raised. - - - - - -![A section of the Supplier Analysis tab from the Excel report that displays the columns related to bills.](/img/spend-insights/si-spend-analysis-report-bills.png) - -Let's look at the fourth row in the above example that relates to the _Fahey and Sons_ supplier. This supplier has raised a total of 4 bills, 1 of which is not yet paid. The total amount of these 4 bills comes to £133,195.10, with £1,097.06 of that amount still requiring payment. In percentage terms, 0.8% of the total amount still needs to be paid to the supplier. _Fahey and Sons_ raised their most recent bill on December 27, 2024. - - - - - -#### Payments - -This section goes into the details of payments your customer has made to their suppliers. - - - - - -- **# of Payments** - the total number of payments the business made to the supplier. -- **# of Late Payments** - the total number of payments made to the supplier that were past their due date. -- **Payments Amount** - the total amount of payments the business made to the supplier. -- **Late Payments Amount** - the total amount of payments that were past their due date. -- **% Late Payments (by amount)** - the amount of payments past due date expressed as a percentage of the total payments amount. -- **Average Payment Amount** - the average payment size for this supplier based on the number of payments made to them. - - - - - -![A section of the Supplier Analysis tab from the Excel report that displays the columns related to payments.](/img/spend-insights/si-spend-analysis-report-payments.png) - -Revisiting _Fahey and Sons_ on row 4, we can see that our customer has paid them on time 4 times and has not yet missed a payment. In relation to the bills data from the previous section, we can conclude that the outstanding £1,097.06 bill is not yet late for payment. Based on 4 payments at a total of £130,975.97, the average payment amount to _Fahey and Sons_ is £32,743.99. - - - - - -#### Payment terms and settlements - -This section covers the customer's average payment terms and settlements. - - - - - -- **Average Payment Terms** shows how many days on average it takes for the customer business to pay this supplier. This is weighted by payment amount. -- **Common Payment Terms Days** represents the number of days that you are likely to see from this supplier as the payment terms. -- **Average Settlement Period** shows how many days the payment actually takes to settle and process on the supplier's side. - - - - - -![A section of the Supplier Analysis tab from the Excel report that displays the columns related to payment terms and settlements.](/img/spend-insights/si-spend-analysis-report-averages.png) - -We can see that _Fahey and Sons_ on row 4 usually sets their payment terms at 60 days. It takes a little less than that for the customer to pay them and for the payment to settle. Using these numbers helps identify which suppliers could benefit from the acceptance of virtual cards. - - - - - -#### Direct costs - -This section covers the customer's direct costs associated with the suppliers. Direct costs are money that leave the business without impacting Accounts Payable, and refunds associated with such transactions. - - - - - -- **# Of Direct Costs** - the total number of direct costs associated with this supplier. -- **Direct Costs Amt** - the total amount of direct costs associated with this supplier. -- **Most Recent Direct Cost** - the date when the supplier's most recent direct cost was incurred. - - - - - -![A section of the Supplier Analysis tab from the Excel report that displays the columns related to direct costs.](/img/spend-insights/si-spend-analysis-report-costs.png) - -In our example, the customer has had 3 occurrences of a direct cost associated with _Fahey and Sons_ on row 4. The total amount of these direct costs comes to £19,459.05, and the most recent cost was raised on January 19, 2025. - - - - - -#### Supplier details - -The final section of this tab provides administrative details of each supplier, such as their ID in the customer's software, their contact details, and tax information. - -### Other tabs - -The **Bills**, **Bill Payments**, and **Direct Costs** tabs contain the source spend data that Codat used to generate the report. diff --git a/docs/spend-insights/guides/get-report.md b/docs/spend-insights/guides/get-report.md index f0b90b698..eefc12d86 100644 --- a/docs/spend-insights/guides/get-report.md +++ b/docs/spend-insights/guides/get-report.md @@ -1,5 +1,103 @@ --- -title: "Download company's spend report" -sidebar_label: Get report +title: "Download company's spend reports" +sidebar_label: Get reports description: "Learn how to generate and download up-to-date spend reports for your customer" ---- \ No newline at end of file +--- + +import Tabs from "@theme/Tabs"; +import TabItem from "@theme/TabItem"; +import ReadNext from "@components/ReadNext"; + +## Prerequisites + +Before you can review spend data and associated insights, you need to request access to it. We cover this in detail in our [Onboard customer](/spend-insights/guides/onboard-customer) guide. + +In this guide, we will cover how you can generate and download spend reports generated from your customer's business data using the [Codat Portal](https://app.codat.io/). + +## Check report status + +Once you onboard the customer, their initial Spend Insights reports generate immediately. In the Codat Portal, navigate to the **Spend Insights** tab, locate the customer's company, and check that the reports are ready. + +You may see one of the following statuses next to the company name: + +| **Report status** | **Action** | +| ----------------------- | -------------------------------------------------------------------------------------------- | +| **Available** | Codat successfully generated the spend report for this customer, and it's ready to download. | +| **Generating** | Codat is currently generating the spend report for this customer. Check back later. | +| **Unavailable** | Codat hasn't yet received data from this customer. Onboard the customer first. | +| **Failed** | Codat couldn't generate the report. Contact support to resolve the error. | + +![An image of the Portal user interface on the Spend Insights tab with four companies listed and their statuses highlighted.](/img/spend-insights/si-spend-report-statuses.png) + +## Update report + +If your customer shared their data with you via [Data streaming](/spend-insights/resources/link-software), you can refresh the data in the Spend Insights report as often as you need. This ensures you are always working with the most up-to-date financial information of your customers. + +On-demand report update isn't possible if your customer used [Intelligent Upload](/spend-insights/resources/link-file) to share their financial data. + +To generate an updated report, follow these steps: + +1. Navigate to the **Spend Insights** tab in the [Codat Portal](https://app.codat.io). + +2. Search or scroll to locate the company you require reports for. + +3. Click the **Download** icon on the company line to view the dropdown menu. + +4. Click **Update reports** in the dropdown menu. + +5. Track the progress by checking the _Report Status_ column. + +Once updated, the status will change from _Generating_ to _Available_, and you can go ahead and download the resulting report. + +![An image of the Portal user interface on the Spend Insights tab with the Update Reports button visible and highlighted.](/img/spend-insights/si-update-reports.png) + +## Download report + +When you are ready to download a company's Spend Insights reports, you can do so from the Spend Insights tab. + +1. Search or scroll to locate the company you require reports for. + +2. Click the **Download** icon on the company line to view the dropdown menu. + +3. Click the report line item that you want to download. + +This initiates the download and saves the Excel report to your default download folder. + +![An image of the Portal user interface with the download dropdown displayed and download button highlighted for an example company](/img/spend-insights/si-reports-download.png) + +## Report types + +Codat offers three report types with a different level of detail that serve a different stage of your engagement with a customer. For a full breakdown of each report's columns and how to interpret the data, review the reports' reference pages. + +| Report | Format | Description | Target use | +|---|---|---|---| +| **[Spend Summary](/spend-insights/reports/spend-summary)** | PowerPoint | A one-page customer-ready snapshot of top supplier opportunities and key metrics, such as cashback potential and time saved. | Sales enablement, quick value demonstration, client-facing conversations | +| **[Spend Analysis](/spend-insights/reports/spend-analysis)** | Excel | A detailed breakdown of your customer's accounts payable data, payment methods, supplier spend, and settlement terms. | Deep spend analysis, identification of cardable suppliers, input for supplier onboarding campaigns | +| **[Ongoing Insights](/spend-insights/reports/ongoing-insights)** | Excel | An automated quarterly report that compares the latest spend data to previous periods and highlights new suppliers, trends, and payment method changes. | Continuous monitoring of opportunitites, supplier onboarding prioritization | + +:::tip Missing reports? + +If you don't see all three reports in the download list, this may be because: + +- The report hasn't been generated yet. Select **Update reports** from the download dropdown to trigger a refresh. +- The report type is disabled for your account. Reach out to your account manager to enable it. +- The **Ongoing Insights** report is generated quarterly. If a quarter hasn't passed yet, the report won't appear in the list. + +::: + + \ No newline at end of file diff --git a/docs/spend-insights/guides/onboard-customer.md b/docs/spend-insights/guides/onboard-customer.md index a9c3a4069..82ee6249c 100644 --- a/docs/spend-insights/guides/onboard-customer.md +++ b/docs/spend-insights/guides/onboard-customer.md @@ -4,13 +4,15 @@ sidebar_label: "Onboard customer" description: "Learn how to onboard and manage companies that represent your customers" --- +import ReadNext from "@components/ReadNext"; + Our [Codat Portal](https://app.codat.io/) is your one-stop shop to view the customers and relationships you are responsible for. Here, your organization's clients are represented as companies. In this guide, we will cover the ways you can create new customers, manage existing ones, and request financial data from them. ## Create customer -Navigate to the _Companies_ tab in the Codat Portal to start the creation of a new company that represents your customer. +Navigate to the _Companies_ tab in the [Codat Portal](https://app.codat.io/companies) to start the creation of a new company that represents your customer. 1. Click the **Create company** button. This will open a _Create a company_ window. @@ -18,10 +20,12 @@ Navigate to the _Companies_ tab in the Codat Portal to start the creation of a n 2. In the _Create a company_ window, enter your customer's company name in the **Company name** field. You can add an optional description in the **Description** field and disregard **Company tags**. - :::caution Adding products + :::caution Extra fields You may see the **Add products** dropdown when creating a company from the _Companies_ tab. Select **Spend Insights** and continue with company creation. + You may also see the **Subscriptions** email selection dropdown. It's used by our Ongoing Insights report. See [Ongoing Insights](/spend-insights/reports/ongoing-insights) report reference and reach out to your account manager to enable it. + ::: ![An image of the Create a company window with the Company name filled with value Hairosmith and Company description listed as Rockstar-quality fringes and cuts. The Create company button highlighted](/img/spend-insights/si-create-company-window.png) @@ -35,7 +39,7 @@ Navigate to the _Companies_ tab in the Codat Portal to start the creation of a n You have successfully created your customer as a company in Codat. Next, you can: - Click **Create another company** to add more customers to Codat. -- Use the **Link URL** or **Email template** to onboard your customer. We explain these options in more detail in our [Onboard customer](/spend-insights/guides/onboard-customer#onboard-customer) guide. +- Use the **Link URL** or **Email template** to onboard your customer. We explain these options in more detail in our [Onboard customer](/spend-insights/guides/onboard-customer#onboard-customer) section. - [Manage the details](/spend-insights/guides/onboard-customer#manage-customers) of the customers you created. - Close the _Create a company_ window and navigate to the _Spend Insights_ tab. @@ -83,24 +87,38 @@ You can support your customer on this journey using the following guides: ## Manage customers -You can view all existing customers in the _Spend Insights_ tab or the _Companies_ tab. If your customer's company has multiple subsidiaries, you can expand the parent company to view its children by clicking on the dropdown icon. +#### View customers + +You can view all existing customers in the _Spend Insights_ tab or the _Companies_ tab. If your customer's company has multiple subsidiaries, you can expand the parent company to view its children by clicking on the arrow next to company name. ![An image of the Companies tab with a parent company called Abra Kedabra and its subsidiaries highlighted.](/img/spend-insights/companies-multi-entity.png) -To edit or delete your existing customers, navigate to the _Companies_ tab. Click on the triple-dot menu to view the editing options dropdown. From there, you can click **Edit** to change company details or **Delete** to delete it. +#### Edit and delete customers -:::caution Deleting a company +To edit or delete your existing customers, navigate to the _Companies_ tab. Click on the triple-dot menu to view the editing options dropdown. -If you delete a company, this will also delete the data you previously received from it. As a result, you will no longer be able to access this company's reports in the Portal. This operation is not reversible. +From there, you can click **Edit** to change company details or **Delete** to delete it. To view the company's Link URL, email template, and existing connections, click **Link** in the same dropdown. -If the company you are deleting is a parent company, you will see a pop-up window requesting manual confirmation to delete the company and its subsidiaries. +:::caution Deleting a company + +If you delete a company, this will also delete the data you previously received from it. As a result, you won't be able to access this company's reports in the Portal. This operation is not reversible. +If the company you are deleting is a parent company, this will also delete its subsidiaries. You will be asked to confirm this operation. ::: ![An image of the Companies tab with four companies listed as examples. A pencil icon and a trash icon are visible and highlighted next to a company entry called Hairosmith.](/img/spend-insights/si-manage-company.png) :::tip Review spend insights -Once your customer shares their financial information with you, you can [review spend analysis and insights](/spend-insights/guides/analyze-spend) Codat prepared based on this data. +Once your customer shares their financial information with you, you can [get Spend Insights reports](/spend-insights/guides/get-report) Codat prepared based on this data. ::: + + \ No newline at end of file diff --git a/docs/spend-insights/reports/ongoing-insights.md b/docs/spend-insights/reports/ongoing-insights.md new file mode 100644 index 000000000..db0be6dca --- /dev/null +++ b/docs/spend-insights/reports/ongoing-insights.md @@ -0,0 +1,98 @@ +--- +title: "Ongoing Insights report reference" +sidebar_label: "Ongoing Insights" +description: "Understand the data and metrics used in the Spend Analysis report and how to interpret them" +displayed_sidebar: spendInsights +--- + +import Tabs from "@theme/Tabs"; +import TabItem from "@theme/TabItem"; +import ReadNext from "@components/ReadNext"; + +An automated quarterly report that compares the latest spend data to previous periods and highlights new suppliers, trends, and payment method changes. | Continuous monitoring of opportunitites, supplier onboarding prioritization + +# Ongoing Insights report + +Understand the tabs, columns, and calculated values in the Ongoing Insights report + +The Ongoing Insights report is a scheduled quarterly report that compares your customer's latest spend data to the previous period. It is designed to surface timely, actionable insights — new suppliers, payment method shifts, and settlement trends — without requiring you to manually pull and compare reports. + +The report is generated automatically each quarter and delivered to your inbox by email. Once generated, it is also available to download from the Portal. For instructions, see [Download reports](#). + +:::note +The Ongoing Insights report is only generated once a full quarter of data has been collected. If you have not yet received the report, a complete quarter of data may not yet be available for your customer. +::: + +## How the report works + +Each quarter, Codat compares two consecutive three-month windows of your customer's spend data: + +- **Prior period** — the three months before the latest quarter +- **Latest quarter** — the most recent three months of data + +Suppliers who appear in the latest quarter but had no spend in the prior period are identified as **new suppliers** and are the focus of much of the report's analysis. + +--- + +## Report structure + +The report contains three tabs: + +| Tab | Contents | +|---|---| +| **Summary** | High-level overview of new supplier activity and settlement trends | +| **Spend Analysis** | Quarter-on-quarter payment method mix comparison | +| **New Suppliers** | Detailed per-supplier breakdown for suppliers new to the latest quarter | + +--- + +## Summary tab + +The **Summary** tab provides a high-level snapshot of new supplier activity and how settlement behaviour has changed since the prior period. + +| Column | Description | How it's calculated | +|---|---|---| +| **Date range** | The start and end dates of the latest quarter covered by the report. | Set to the latest three-month window. Months reviewed is always 3. | +| **New supplier count** | The number of suppliers that appear in the latest quarter but had no spend in the prior period. | Count of suppliers present in the latest quarter with no record in the preceding three-month window. | +| **Bills count (new suppliers)** | The total number of bills raised by new suppliers in the latest quarter. | Count of all bills from new suppliers within the latest quarter. | +| **Bills amount (new suppliers)** | The total value of bills raised by new suppliers. | Sum of bill amounts (base currency) for new suppliers in the latest quarter. | +| **Payments count (new suppliers)** | The total number of payments made to new suppliers. | Count of payment records linked to new suppliers' invoices in the latest quarter. | +| **Payments amount (new suppliers)** | The total value of payments made to new suppliers. | Sum of payment amounts (base currency) for new suppliers in the latest quarter. | +| **Direct costs count (new suppliers)** | The total number of direct cost transactions associated with new suppliers. | Count of direct cost records for new suppliers in the latest quarter. | +| **Direct costs amount (new suppliers)** | The total value of direct costs associated with new suppliers. | Sum of direct cost amounts (base currency) for new suppliers in the latest quarter. | +| **Average settlement days (new suppliers)** | The spend-weighted average number of days from bill issue to payment for new suppliers. | `SUM(settlement days × bill amount) / SUM(bill amount)` for new suppliers in the latest quarter, where settlement days = payment date − issue date. | +| **Change in average settlement days** | The difference in average settlement days between new suppliers and suppliers from the prior period. | Average settlement days (new suppliers) − average settlement days (prior period suppliers). A positive value means new suppliers are taking longer to settle; a negative value means they are settling faster. | + +--- + +## Spend Analysis tab + +The **Spend Analysis** tab compares the payment method mix between the prior period and the latest quarter, showing how your customer's spend distribution across payment methods has shifted. + +Each row represents a payment method. See [How payment methods are determined](#) for details on how methods are inferred from accounting data. + +| Column | Description | How it's calculated | +|---|---|---| +| **Payment method** | The payment method type (e.g. Credit Card, Bank Transfer, Check, Unknown). | Grouped by each supplier's most common inferred payment method. | +| **% of all bills (by amount) — prior period** | The share of total bill value attributed to this payment method in the prior period. | `(Bills amount for this method in prior period / Total bills amount in prior period) × 100` | +| **% of all bills (by amount) — latest quarter** | The share of total bill value attributed to this payment method in the latest quarter. | `(Bills amount for this method in latest quarter / Total bills amount in latest quarter) × 100` | +| **Change** | The percentage point difference between the two periods. | Latest quarter % − prior period %. A positive value means this payment method's share has grown; a negative value means it has declined. | + +Use this tab to detect payment method shifts — for example, if the share of spend on Check or Bank Transfer has increased, this may indicate suppliers reverting away from card payments, which is a signal to re-engage with your card programme outreach. + +--- + +## New Suppliers tab + +The **New Suppliers** tab provides a full supplier-level breakdown for every supplier identified as new in the latest quarter. The columns in this tab match those in the [Spend Analysis report](#) Supplier Analysis tab, covering bills, payments, payment terms, settlement period, direct costs, payment method, and supplier details. + +For column definitions, see the [Spend Analysis report reference](#). + +--- + +## What you can learn from this report + +- **New supplier discovery** — the New Suppliers tab identifies vendors your customer has started working with recently. These are prime candidates for commercial card onboarding, particularly those currently paying by check or bank transfer. +- **Payment method shift detection** — the Spend Analysis tab highlights whether suppliers are moving away from card payments towards check or ACH, or vice versa. An increasing share of non-card spend is a signal to prioritise re-engagement. +- **Settlement trend monitoring** — the change in average settlement days shows whether your customer's payment behaviour is improving or degrading over time, indicating shifts in cash management. +- **Proactive outreach** — because the report is delivered to your inbox on a quarterly schedule, it surfaces opportunities at the right time without requiring you to manually pull and compare data. \ No newline at end of file diff --git a/docs/spend-insights/reports/spend-analysis.md b/docs/spend-insights/reports/spend-analysis.md new file mode 100644 index 000000000..15a117cf9 --- /dev/null +++ b/docs/spend-insights/reports/spend-analysis.md @@ -0,0 +1,393 @@ +--- +title: "Spend Analysis report reference" +sidebar_label: "Spend Analysis" +description: "Understand the data and metrics used in the Spend Analysis report and how to interpret them" +displayed_sidebar: spendInsights +--- + +import Tabs from "@theme/Tabs"; +import TabItem from "@theme/TabItem"; +import ReadNext from "@components/ReadNext"; + +Codat's **Spend Analysis** report is a detailed Excel file generated from your customer's financial data. It is generated automatically after your customer's first data sync when they connect their ERP or accounting software, or share their spend file. + +## Source data + +The report proivides a structured breakdown of your customer's overall spend, payment methods, and supplier-level activity. This gives you the insights you need to identify card conversion opportunities, run supplier outreach campaigns, and monitor spend on an ongoing basis. It uses the following financial data to surface these insights: + +- **Bills** — the full list of documents issued by your customer's suppliers as requests for payments +- **Payments** — the full list of payments made by your customer against those bills +- **Expenses** — the full list of spend transactions not associated with bills (e.g. online purchases, debit card payments) +- **Suppliers** — the full list of persons and companies that provide goods and services to your customer and their master data (names, contacts, addresses) +- **Accounts and payment methods** — the full details of how payments were made and what general ledger accounts have been used + +If your customer shares data via [Data streaming](/spend-insights/resources/link-software), you can refresh the report at any time. For instructions on downloading the report, see [Download reports](/spend-insights/guides/get-report#download-report). + +:::note Multi-currency data +If your customer's data contains transactions in multiple currencies, all amounts in the report are converted to their base currency using the exchange rate recorded at the time of each transaction. +::: + +## Report structure + +The report contains the following tabs: + +| Tab | Contents | +|-----------------------|--------------------------------------------------------| +| **Customer** | Company details and report parameters | +|**Entity Spend Breakdown** |Spend summary per entity for multi-entity customers | +| **Spend Analysis** | Spend breakdown by payment method | +| **Supplier Analysis** | Spend breakdown by supplier | +| **Bills** | Source bill records used to generate the report | +| **Bill Payments** | Source payment records used to generate the report | +| **Direct Costs** | Source expense records used to generate the report | + +## Customer tab + +The **Customer** tab provides an at-a-glance view of the company you're reviewing, including their administrative details, and the parameters of the generated report. + +This tab includes: + +| Detail | Description | What it tells you | +|-----------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------| +| Company name, Registration #, Tax #, Phone, Addresses, Web links | Administrative details of the customer entity. | Use to identify and verify the customer for compliance purposes. | +| Start date, End date, Months reviewed | The date range covered by the report. | Source data used in the report is selected based on these dates.
Codat sets these values based on your organization's requirements. | +| Excludes suppliers with annual spend below | The minimum annual spend threshold that is applied when selecting suppliers for the report. | Suppliers with lower spend are filtered out to focus on meaningful relationships.
Codat sets these values based on your organization's requirements.| +| Suppliers count, # of bills, Bills amount, # of payments, Payments amount, # of direct costs, Direct costs amount | High-level volume and value totals across all suppliers in the report. | Use these summary values for quick checks on data quality, calculating your own metrics, or initial conversations with your customers. | + +## Entity Spend Breakdown tab + +The **Entity Spend Breakdown** tab is only present in reports for customers with a multi-entity organizational structure. It provides a summary of spend per child entity, enabling you to quickly compare supplier activity across subsidiaries or business units. Use this tab to: + +- Identify high and low spend entities to prioritize targeted campaigns. +- Understand how spend is distributed across the group and support consolidated reporting. +- Review entity-level totals to estimate the card conversion opportunity per subsidiary. + +| Column | Description | What it tells you | +|-------------------------|------------------------------------------------------------------------------|------------------------------------------------------------------------------------------------------------------------------------------| +| **Company ID** | The unique Codat identifier for the child entity. | Use to link this row back to the corresponding entity in the Codat Portal. | +| **Company name** | The name of the child entity as recorded in Codat. | Use to identify which part of the customer's business this row represents. | +| **Bills amount** | Total value of all bills for this entity within the reporting period. | Use to compare billed spend across entities and identify which parts of the business drive the most supplier activity. | +| **Direct costs amount** | Total value of all expenses for this entity within the reporting period. | Use to identify entities with significant expenses that may be eligible for card conversion. | +| **Total spend** | Combined bills and expenses amount for this entity. | The key figure for comparing overall spend across entities that helps prioritize which entities to focus card enablement efforts on. | + +## Spend Analysis tab + +The **Spend Analysis** tab breaks down your customer's spend by **inferred payment method** (see [Payment method determination](/spend-insights/reports/spend-analysis#payment-method-determination)) and looks at the quantities and amounts of suppliers, bills, payments, and expenses associated with these payment methods. + +Each row in the tab represents a payment method (Credit Card, Debit Card, Bank Transfer, Cash, Check, Unknown, or Other) grouped into three categories: _Card_, _Non-Card_, and _Unknown_. Use this tab to: + +- **Size the card conversion opportunity.** Spend on non-card methods represents the opportunity size for virtual card migration. +- **Identify payment patterns at a glance.** Methods like check often have longer settlement times and higher processing costs, and you can easily spot their prevalence. +- **Benchmark payment behavior.** Compare the distribution across payment methods over time to track the impact of card enablement efforts. + +### Definitions + +| Column | Description | What it tells you | +|---------------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| +| **Payment method** | The inferred payment method grouping this row (e.g. Credit Card, Check, Bank Transfer). | Use to identify which payment methods are most prevalent in your customer's supplier spend and where the card conversion opportunity lies. | +| **# of suppliers** | Count of suppliers whose most common payment method is this type. | Compare across rows to understand how supplier relationships are distributed by payment method. | +| **% of all suppliers** | Share of total suppliers using this payment method. | Use alongside _# of suppliers_ because percentage alone can be misleading with small supplier numbers. | +| **% of all bills (by #)** | Share of total bill count attributed to this payment method. | Compare with _% of all bills (by amount)_. A significant difference means this method handles many small transactions or a few large ones. | +| **% of all bills (by amount)** | Share of total bill value attributed to this payment method. | The primary measure of spend share by payment method. Use to quantify how much of total supplier spend is on non-card methods. | +| **Total spend** | Combined bills and expenses amount for this payment method. | Compare _Card_ with _Non-Card_ rows to quantify the total card migration opportunity, including spend not captured as bills. | +| **# of bills** | Count of all bills in this payment method group within the reporting period. | A high count with low total spend may indicate many small transactions and could be good candidates for card consolidation. | +| **# of bills outstanding** | Count of unpaid bills in this group. | Use with _Bills outstanding amount_ and _% bills outstanding_ to assess unpaid supplier exposure by payment method. | +| **Bills amount** | Total value of all bills in this group. | The base figure for outstanding and late payment percentage calculations in this row. | +| **Bills outstanding amount** | Total value of unpaid bills in this group. | Quantifies supplier exposure by payment method. For example, high outstanding amounts on non-card methods may indicate cash flow or process issues. | +| **% bills outstanding (by amount)** | Outstanding bill value as a percentage of total bill value for this group. | Use with _# of bills outstanding_, _Average payment terms_, and _Average settlement period_ to understand why bills are outstanding. | +| **# of bills paid late** | Count of bills in this group paid after their due date. | Indicates payment reliability by method. High late counts on check or bank transfer act as a strong argument for card migration. | +| **Bills paid late amount** | Total value of bills in this group paid after their due date. | Use with _% bills paid late_ to assess whether lateness is concentrated in high or low-value bills. | +| **% bills paid late (by amount)** | Late bill value as a percentage of total bill value for this group. | Compare with _Average payment terms_ and _Average settlement period_. If settlement period consistently exceeds terms, this percentage will be high. Together these three columns build the case for card programs that extend effective payment terms. | +| **# of payments** | Count of payment transactions across all suppliers in this group. | Use to understand transaction volume by payment method. | +| **Payments amount** | Total value of all payments made in this group. | Cross-reference with _Bills amount_ to check alignment across the reporting period. | +| **Average payment amount** | Total payments value divided by number of payments in this group. | Smaller average payments are typically better virtual card candidates than large single payments. | +| **Average payment terms** | The average number of days between bill issue date and bill due date across all bills in this group.

Calculated across all bills and weighted so that higher-value bills have more influence on the result. | Compare with _Average settlement period_. Terms greater than settlement means the customer repays early, and settlement greater than terms means customer repays late. | +| **Average settlement period** |The averae number of days between bill issue date and actual payment date across all bills in this group.

Calculated across all bills and weighted so that higher-value bills have more influence on the result. | Compare directly with _Average payment terms_ to identify which payment methods have the worst payment timing. | +| **% of all direct costs (by #)** | Share of total expense transaction count attributed to this payment method. | Shows whether expense transactions are concentrated in particular payment methods. | +| **% of all direct costs (by amount)** | Share of total expense value attributed to this payment method. | Use to identify payment methods where significant spend is occurring outside of Accounts Payable. | +| **# of direct costs** | Count of expense transactions in this group. | High expense counts on non-card methods indicate ad hoc spend that isn't reflected in Accounts Payable. | +| **Direct costs amount** | Total value of expenses in this group. | Compare with bills amount to understand the full spend picture for this payment method, including spend that isn't reflected in Accounts Payable. | + +## Supplier Analysis tab + +The Supplier Analysis tab contains one row per supplier. It is divided into color-coded sections covering supplier details, bills, payments, terms, and expenses. + +### Suppliers + +This section covers the supplier's name, the most common method used to pay them, and their imported date. It's foundational for supplier-level analytics and campaign targeting. + + + + + +| Column | Description | What it tells you | +|---------------------------------------|-------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| +| **Supplier name** | The supplier's name as recorded in the customer's accounting system. | Naming variations across suppliers may reflect data quality issues that you can choose to flag to your customer. | +| **Most common payment method (ERP)** | The most frequent payment method as recorded in the ERP's payment method field. Only includes transactions where this field is populated.

Frequency is determined by highest count, then by highest amount.

If no payments are recorded or all transactions lack a recorded payment method, the value is set to _Unknown_.| Shows how the customer's own accounting system classifies payments.

Use this column to identify suppliers not yet using card.

If the value is blank or inconsistent, the _Most common payment method (Inferred)_ column provides a fuller picture. | +|**Most Common Payment Method Category (Inferred)**|The category of the most frequent method used to pay this supplier, based on the **Most common payment method (Inferred)** column.

Each payment method is mapped to a category: **Card** (CreditCard, DebitCard methods), **Non-Card** (BankTransfer, Cash, Check), and **Unknown** (Unknown, Other). | Use to assess suppliers for card enablement campaigns, opportunity sizing, and payment optimization by quickly identifying their payment methods.| +| **Most common payment method (Inferred)** | The most frequent payment method used to pay this supplier, as determined by Codat across all transactions. If it's not possible to infer the payment method, the value is set to _Unknown_.

See [Payment method determination](/spend-insights/reports/spend-analysis#payment-method-determination).

Frequency is determined by highest count, then by highest amount. | The most complete view of how a supplier is paid, including transactions where the payment method field isn't populated in the ERP.

Use this to identify non-card suppliers nand prioritize them for targeted outreach.| +| **Imported date** | The date this supplier first appeared in the Spend Analysis file. | Helps spot newly added suppliers and track supplier churn.
Filter by this date when comparing reports over time to focus on what's changed.| + + + + + +- **New supplier discovery:** use the imported date to identify recently added suppliers and track churn. +- **Card eligibility:** payment method columns show which suppliers are not yet using card. +- **Targeted outreach:** filter by payment method or imported date to build shortlists for card enablement campaigns. +- **Risk monitoring:** a sudden spike in new suppliers may indicate fraud or policy breaches worth investigating. + + + + + +![A section of the Supplier Analysis tab from the Excel report that displays the supplier name, most common payment method, and imported date columns.](/img/spend-insights/si-spend-analysis-report-suppliers.png) + +In the above example, the supplier _Adams Group_ is most commonly paid by a bank transfer and first appeared in the file on September 01, 2025. + +If you download a spend analysis file a month later, you will be able to identify new suppliers by using the imported date. + + + + + +### Total spend + +Total spend gives you a single figure that represents the full extent of your customer's financial relationship with their suppliers. + +| Column | Description | What it tells you | +|-------------|-----------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------| +| **Total spend** | The total of bill amounts and expense amounts for the supplier in base currency. | The key figure for ranking suppliers by size. Start with the highest total spend suppliers for the greatest card enablement impact. | + +### Bills + +This section covers the requests for payment raised by the supplier to your customer, highlighting the amounts and quantities still oustanding. + + + + + +| Column | Description | What it tells you | +|------------------------------------|--------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------| +| **# of bills** | Count of all bills raised by a supplier in the reporting period, excluding voided or cancelled records.| Reflects the transaction frequency with the supplier.
A high bill count with a low total amount may indicate many small purchases and benefit from card consolidation. | +| **# of bills outstanding** | The number of bills that have not yet been paid where the amount due is greater than zero. | A high number of outstanding bills in relation to total bill count may indicate cash flow constraints or delays in the payment processes. | +| **Bills amount** | The total value of all bills raised by a specific supplier listed in base currency. | The primary measure of spend with a supplier. Higher spend may mean greater cashback potential.
Use it to rank suppliers for card enablement. | +| **Bills outstanding amount** | The total value of of remaining due amount across all unpaid bills in base currency. | Helps you understand how much your customer currently owes their suppliers.
High outstanding amounts in relation to total spend may indicate payment delays worth exploring. | +| **% of bills outstanding (by amount)** | The outstanding bills amount represented as a percentage of the total billed amount. | Acts as a metric of payment completion. A high percentage suggests a backlog of unpaid bills, which may be useful when discussing working capital and payment terms. | +| **# of bills paid late** | The number of bills from a supplier where the actual payment date is after the bill due date.| Frequent late payments suggest process inefficiency, cash flow constrains, or issues in the supplier relationship.
Use this as an opportunity to introduce card payments for more predictable bill settlement. | +| **Bills paid late amount** | The total of bill amounts in base currency where payment date is later than due date. | Large amounts may signal significant exposure to late fees, damaged supplier trust, or operational bottlenecks. | +| **% bills paid late (by amount)** | The value of bills paid late represented as a percentage of total billed amount. | Demonstrates late payment exposure regardless of the absolute spend with a supplier. High percentages point to suppliers most affected by late payments. | +| **Most recent bill** | The latest bill issue date for a supplier in the reporting period. | A very old bill date may indicate the supplier is no longer used, and should be excluded from card outreach. | + + + + + +- **Churn risk:** flag suppliers where late payments may signal a poor working relationship or trigger contract renegotiations. +- **Process gaps:** high late payment rates point to suppliers where automation or card payments could improve reliability. +- **Cash flow visibility:** outstanding bill data quantifies payment delays, supporting working capital forecasting. +- **Supplier exposure:** outstanding balances per supplier provide input to credit risk and underwriting assessments. +- **Anomaly detection:** sudden increases in outstanding bills or new suppliers may indicate fraud or process issues. + + + + + +![A section of the Supplier Analysis tab from the Excel report that displays the columns related to bills.](/img/spend-insights/si-spend-analysis-report-bills-1.png) + + +![A section of the Supplier Analysis tab from the Excel report that displays the columns related to bills.](/img/spend-insights/si-spend-analysis-report-bills-2.png) + +Let's look at the third row in the above example that relates to the _Fay - West_ supplier. This supplier has raised a total of 3 bills, 1 of which is not yet paid. The total amount of these 3 bills comes to $32,730.83, with the majority of that total ($32,607.83) still requiring payment. In percentage terms, an incredible 99.6% of the total amount still needs to be paid to the supplier. _Fay - West_ raised their most recent bill on August 1, 2024. + +This likely indicates a poor working relationship with the supplier and may have resulted in litigation, debt collections, or issues with supply. While it may not be possible to repair trust with this supplier, these records act as evidence that the customer's bill settlement process will benefit from card payments. + + + + + +### Payments + +This section goes into the details of payments your customer has made to their suppliers. + + + + + +| Column | Description | What it tells you | +|------------------------|-----------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| +| **# of payments** | Count of all payment records linked to the supplier's bills in the reporting period. | Compare with the total of bills to understand payment patterns.
For example, a much higher payment count than bill count may indicate partial payments or split settlements. | +| **Payments amount** | The total value of all payments made to the supplier in base currency. | Cross-reference with _Bills amount_. A significant gap between the _Bills amount_ and _Payments amount_ may indicate outstanding balances or timing differences across the reporting period. | +| **Average payment amount** | The average size of individual payments to the supplier, calculated as the total value of payments divided by the number of payments. | Large average payments may indicate a strategic supplier worth prioritizing for card enablement.
Small payments may indicate low-value transactional spend. | + + + + + +- **Payment discipline:** high payment counts when compared to bill counts may indicate process inefficiencies. +- **Supplier prioritisation:** frequent or high-value payments identify strategic suppliers worth targeting for card enablement. +- **Cash flow management:** average payment size helps size the opportunity for card migration. +- **Spend migration:** suppliers with high payment volume but no card usage are prime candidates for card enablement. + + + + + +![A section of the Supplier Analysis tab from the Excel report that displays the columns related to payments.](/img/spend-insights/si-spend-analysis-report-payments.png) + +Having a look at suppliers with a higher number of payments, we can see that their average payment amounts are moderately high. This may indicate strategic suppliers and may be worth prioritizing for card enablement. + + + + + +### Payment terms + +This section compares the agreed payment terms with the actual time taken to settle bills. It contains three related columns that are designed to be used together. + + + + + +| Column | Description | What it tells you | +|---------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| +| **Average payment terms** | The average contractual payment window for the supplier, calculated across all bills and weighted so that higher-value bills have more influence on the result. | It's the most robust measure for contractual terms and should be used for weighted analysis.| +| **Common payment terms days** | The most frequently occurring payment term in days for the supplier.

Where multiple payment terms are common, frequency is by highest associated bill amount, then by lowest term days. | Use as a quick reference for the standard contractual term most commonly seen on bills from this supplier. | +| **Average settlement period** | The average number of days between bill issue date and payment date, calculated across all bills and weighted so that higher-value bills have more influence on the result. | Compare directly with average payment terms to see if your customer is paying early, on time, or late. | + + + + + +- Use _Common payment terms_ as a quick reference for the standard term on the supplier's bills. For detailed analysis, average payment terms is more useful as it is weighted and accounts for all bills. + +- Compare _Average payment terms_ with _Average settlement period_ to assess whether your customer is paying their supplier early, on time, or late. If the average settlement period is greater than the average payment terms, payments are typically late. + + Consistent early or late payments present an opportunity to renegotiate discounts or reset payment timing. See the following examples: + + :::info Example 1 + Average payment terms - 30 days, average settlement period - 54 days. + + The customer is paying their supplier 14 days late on average. Moving the payments to this supplier to a virtual card program could provide the supplier with more predictable cash flow, and allow the customer to earn card rebates on the spend. + ::: + + :::info Example 2 + Average payment terms - 30 days, average settlement period - 10 days. + + The customer is paying their supplier 20 days early using checks. This presents two possible solutions: + + - Moving the payments to card without changing payment timing allows the customer to earn rebates on the spend. It also ensures the supplier receives a more reliable digital payment. + - Moving the spend to card and adjusting the payment timing to the agreed payment terms of 30 days. The customer then retains their cash for an additional 20 days, improving their working capital and liquidity, while the supplier receives a more reliable digital payment. + ::: + + + + + +![A section of the Supplier Analysis tab from the Excel report that displays the columns related to payment terms and settlements.](/img/spend-insights/si-spend-analysis-report-averages.png) + +In this example, our customer pays most of their displayed suppliers a few days earlier than the agreed payment terms. _Yundt Group_ is the outlier, having to wait 64 days on average for payment with the agreed terms of 60 days. With payments to this supplier being consistently late, this presents an opportunity to discuss moving these payments to card. + + + + + +### Direct costs + +This section covers the customer's expenses (also known as direct costs) associated with the suppliers. Expenses are money that leave the business without impacting Accounts Payable, such as online purchases and out-of-pocket expenses. + + + + + +| Column | Description | What it tells you | +|-------------------------|-------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------| +| **# of direct costs** | Total count of positive ad hoc payments to the supplier in the reporting period. | A high count relative to bill count may indicate frequent ad hoc purchases outside the formal purchasing process. | +| **Direct costs amount** | The total amount of all expenses for the supplier in base currency. | Significant expenses not captured as bills may represent an untapped card conversion opportunity. | +| **Most recent direct cost** | The date when the latest expense was incurred for the supplier. | Use to confirm the supplier relationship is still active. | + + + + + +- **Card conversion**: suppliers with high expense totals may already accept card payments but aren't invoicing through the Accounts Payable process. This makes them strong candidates for virtual card outreach. +- **Process gaps**: tracking spend not captured in Accounts Payable is useful for compliance, rebate optimization, or spend policy enforcement. +- **Audit and reconciliation**: tracking of all supplier-related outflows, including expenses, ensures completeness of the spend analysis. + + + + + +![A section of the Supplier Analysis tab from the Excel report that displays the columns related to direct costs.](/img/spend-insights/si-spend-analysis-report-costs.png) + +In our example, the customer has had 12 instances of expenses associated with _Pliant Vendor_ totalling $2727.85. The most recent occurrence, however, was in 2023. This suggests that the relationship with the supplier may no longer be active, or that all spend with this supplier goes through Accounts Payable. + +Considering the most common payment method for this supplier is listed as _BankTransfer_, it's a good idea to check whether the supplier raised any bills, as these may be eligible for a card program. + + + + + +### Supplier details + +The final section of this tab provides administrative details of each supplier, such as their ID in the customer's accounting software, their contact details, and tax information. This detail is pulled directly from the customer's accounting software and not manipulated. + +:::tip Supplier ID + +The _Supplier ID_ is an system-generated number assigned to a supplier record automatically when the record is first created in the customer's accounting software. +::: + +You can use supplier details as follows: + +- Supplier contact details are ready to use for card enablement campaigns, KYC, or onboarding communications without needing to look up information elsewhere. +- Filter or group suppliers by region or tax status for targeted enablement or negotiation strategies. +- Spot missing tax numbers, incomplete contacts, or duplicate records that may affect compliance or reporting accuracy. +- Use tax and contact details in your organization's internal KYC processes. + +## Bills, Bill payments, Direct costs + +The **Bills**, **Bill Payments**, and **Direct Costs** tabs contain the raw transaction records pulled from the customer's accounting software and used to generate the report. You can use these to verify individual transactions, reconcile payments to bills, or trace summary figures back to source data. + +| Tab | Key columns | Usage | +|---------------|----------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------| +| **Bills** | Id, Supplier Id/Name, Total Amt, Issue Date, Company Id/Name | Auditing billed amounts, outstanding balances, and bill aging | +| **Bill Payments** | Id, Supplier Id/Name, Date, Currency, Currency Rate, Total Amt, Note | Reconciling payments to bills, analyzing payment timing, and validating settlement calculations | +| **Direct Costs** | Id, Contact Name/Id, Reference, Payment Account, Issue Date, Currency, Total Amt, Note | Tracing supplier spend not captured via bills | + +:::note Multi-entity organizations + +For customers with a multi-entity organizational structure, these tabs include a Codat company name and Codat company ID column on each record. This helps to identify which entity each transaction belongs to. + +::: + +## Payment method determination + +The report includes two columns that reflect the most common payment method associated with the supplier. The standard payment methods used in the report are **Credit Card**, **Debit Card**, **Bank Transfer**, **Check**, **Cash**, and **Unknown**. + +They are determined independently either pulling the payment method value recorded in the customer's ERP or using Codat's payment method determination logic. This leads to the following outcomes: + +- If the ERP field is inconsistently populated, the columns may differ. +- If the ERP field is always populated, both columns will usually match. +- If the ERP field is often missing, the inferred column gives a more complete picture. + +Codat infers payment methods from the customer's accounting data using the following rules in order of priority: + +| Priority | Source | How it's used | +|----------|---------------------------|------------------------------------------------------------------------------| +| 1 | ERP payment method field | If populated, used directly and mapped to a standard category. | +| 2 | Account name | Scanned for keywords (e.g. "credit card", "Amex", "bank transfer", "check"). | +| 3 | Payment note or reference | Free-text field scanned for keywords. | +| 4 | Default | If no match found, classified as _Unknown_. | + + \ No newline at end of file diff --git a/docs/spend-insights/reports/spend-summary.md b/docs/spend-insights/reports/spend-summary.md new file mode 100644 index 000000000..96fd58fd0 --- /dev/null +++ b/docs/spend-insights/reports/spend-summary.md @@ -0,0 +1,106 @@ +--- +title: "Spend Summary report reference" +sidebar_label: "Spend Summary" +description: "Understand the data and metrics used in the Spend Analysis report and how to interpret them" +displayed_sidebar: spendInsights +--- + +import Tabs from "@theme/Tabs"; +import TabItem from "@theme/TabItem"; +import ReadNext from "@components/ReadNext"; + +branded, downloadable PowerPoint (with PDF planned for Phase 2) that can be generated directly from the Codat Insights Portal after a client's first data sync — enabling meeting prep in under 15 minutes. + + +A one-page customer-ready snapshot of top supplier opportunities and key metrics, such as cashback potential and unlocked working capital. | Sales enablement, quick value demonstration, client-facing conversations | + +t's designed to help bank card teams (relationship managers, account managers, etc.) quickly demonstrate the value of switching to card-based payments when speaking with their end clients — eliminating the need for manual data analysis or slide deck creation. + +# Spend Summary report + +Understand the metrics in the Spend Summary report and how to interpret them + +The Spend Summary is a one-page, client-ready report that distils your customer's spend data into actionable insights for card adoption conversations. It is generated automatically from your customer's [Spend Analysis](#) data after their first data sync, and is downloadable as a PowerPoint from the Codat Portal — enabling meeting preparation in minutes without manual data compilation. + +:::tip Who is this report for? +The Spend Summary is designed for **relationship managers** and **account managers** to share directly with end clients. It is particularly useful for managing high-volume, lower-spend accounts where scalable, consistent collateral is essential. +::: + +## Metrics + +### Annual card benefits + +The headline metric of the report. Expresses the total estimated annual value your customer could unlock by switching eligible AP payments to card. + +**How it's calculated:** Cashback value + payment processing savings + +--- + +### Cashback value + +The estimated annual cashback your customer could earn by moving eligible supplier payments to a virtual card programme. + +**How it's calculated:** A tiered rate is applied to the total cardable spend: + +- 2% on the first $1,000,000 of cardable spend +- 1% on any cardable spend above $1,000,000 + +**Cardable spend** is the total bills amount and direct costs amount for suppliers who are currently paying by a non-card method and are eligible for card conversion. + +:::note +The cashback rate is configurable per bank. The rates above reflect the current defaults. +::: + +--- + +### Payment processing savings + +The estimated annual saving in staff time from automating AP payments via card, expressed as a dollar value. + +**How it's calculated:** The number of cardable payments is multiplied by 3 minutes per payment, converted to hours, and monetised at $40 per hour. + +**Cardable payments** is the total count of bill payments and direct cost transactions for suppliers eligible for card conversion. + +--- + +### Working capital unlocked + +:::note Coming soon +This metric is planned for a future release and does not appear in the current version of the report. +::: + +The estimated value of extending payment terms by moving to a virtual card programme, expressed as an annual dollar figure. + +**How it's calculated:** Based on the projected virtual card spend, the difference between card payment terms and your customer's average settlement days, and a configurable cost of capital rate. + +--- + +## Top supplier opportunities + +A prioritised table of your customer's suppliers ranked by annual spend, identifying the best candidates for card conversion. + +| Column | Description | +|---|---| +| **Supplier name** | The supplier's name as recorded in your customer's accounting system. | +| **Annual spend** | Total bills amount and direct costs amount for this supplier over the reporting period. | +| **Bills outstanding** | The number of bills raised by this supplier that have not yet been paid. | +| **Settlement terms** | The agreed payment terms for this supplier (e.g. Net 30). | +| **Current payment method** | The method most commonly used to pay this supplier. | +| **Average payment amount** | The average value of individual payments made to this supplier. | + +The table shows up to 10 suppliers by default. Suppliers already paying by card and those flagged as ineligible are excluded. + +--- + +## Summary data + +The report also includes an overall summary of your customer's accounts payable activity for the reporting period, covering total bills, direct costs, payments, supplier count, and the date range reviewed. + +--- + +## What you can learn from this report + +- **Card conversion opportunity size** — the annual card benefits figure gives a dollar value for the business case of switching AP payments to card. +- **Which suppliers to target first** — the top supplier opportunities table provides a prioritised, actionable list for your supplier enablement campaign. +- **Operational efficiency gains** — the payment processing savings show how card automation reduces manual processing time and cost. +- **Working capital upside** *(coming soon)* — extending payment terms via card demonstrates cash flow benefits to your customer. \ No newline at end of file diff --git a/sidebars/spend-insights.js b/sidebars/spend-insights.js index 02dafd4a7..68d80d2b9 100644 --- a/sidebars/spend-insights.js +++ b/sidebars/spend-insights.js @@ -11,18 +11,30 @@ module.exports = [ href: "/spend-insights/overview", className: "header top-level-item products product spend-insights", }, + "spend-insights/guides/key-terms", { type: "link", label: "Key terms", customProps: { hr: true, - section: "Codat user guides", + section: "User guides", }, href: "/spend-insights/guides/key-terms", }, "spend-insights/guides/create-account", "spend-insights/guides/onboard-customer", - "spend-insights/guides/analyze-spend", + "spend-insights/guides/get-report", + { + type: "link", + label: "Spend Summary", + customProps: { + hr: true, + section: "Report reference", + }, + href: "/spend-insights/reports/spend-summary", + }, + "spend-insights/reports/spend-analysis", + "spend-insights/reports/ongoing-insights", { type: "link", label: "Questions and concerns", @@ -44,7 +56,7 @@ module.exports = [ }, { type: "link", - label: "Help Hub", + label: "ERP Resource Hub", customProps: { hr: true, }, diff --git a/src/styles/custom.scss b/src/styles/custom.scss index d3ab0b6b3..bb8e4d9d3 100644 --- a/src/styles/custom.scss +++ b/src/styles/custom.scss @@ -369,4 +369,63 @@ hr { .react-diff-42iver-word-diff { padding: 0 !important; -} \ No newline at end of file +} + +/* ===================== + TABS — pill style + ===================== */ + + ul.tabs { + background: transparent !important; + border-bottom: none !important; + padding: 4px 0 !important; + gap: 4px !important; + display: flex !important; + flex-wrap: wrap !important; + } + + ul.tabs .tabs__item { + border-radius: 20px !important; + padding: 5px 14px !important; + font-size: 0.8125rem !important; + font-weight: 500 !important; + color: #4b5563 !important; + background-color: #f3f4f6 !important; + border: 1px solid #e5e7eb !important; + cursor: pointer !important; + transition: all 0.15s ease !important; + line-height: 1.4 !important; + margin: 0 !important; + } + + ul.tabs .tabs__item:hover:not(.tabs__item--active) { + background-color: #ede9fe !important; + color: #482deb !important; + border-color: #c4b5fd !important; + } + + ul.tabs .tabs__item--active { + background-color: #482deb !important; + color: #ffffff !important; + border-color: #482deb !important; + font-weight: 600 !important; + } + + /* Dark mode */ + [data-theme='dark'] ul.tabs .tabs__item { + color: #9ca3af !important; + background-color: #1f2937 !important; + border-color: #374151 !important; + } + + [data-theme='dark'] ul.tabs .tabs__item:hover:not(.tabs__item--active) { + background-color: #2e1f6b !important; + color: #a78bfa !important; + border-color: #5b3fd6 !important; + } + + [data-theme='dark'] ul.tabs .tabs__item--active { + background-color: #482deb !important; + color: #ffffff !important; + border-color: #482deb !important; + } \ No newline at end of file diff --git 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b/docs/spend-insights/reports/spend-analysis.md index 15a117cf9..440a5064f 100644 --- a/docs/spend-insights/reports/spend-analysis.md +++ b/docs/spend-insights/reports/spend-analysis.md @@ -376,8 +376,8 @@ Codat infers payment methods from the customer's accounting data using the follo |----------|---------------------------|------------------------------------------------------------------------------| | 1 | ERP payment method field | If populated, used directly and mapped to a standard category. | | 2 | Account name | Scanned for keywords (e.g. "credit card", "Amex", "bank transfer", "check"). | -| 3 | Payment note or reference | Free-text field scanned for keywords. | -| 4 | Default | If no match found, classified as _Unknown_. | +| 3 | Payment note or reference | Freetext field scanned for keywords. | +| 4 | Default value | If no match found, classified as _Unknown_. | \ No newline at end of file From 233b2bf5ac82784a54e352958fd8de165a23fdc1 Mon Sep 17 00:00:00 2001 From: Polina Date: Tue, 24 Mar 2026 13:39:55 +0000 Subject: [PATCH 3/3] Ongoing insights --- .../reports/ongoing-insights.md | 130 ++++++++++-------- 1 file changed, 70 insertions(+), 60 deletions(-) diff --git a/docs/spend-insights/reports/ongoing-insights.md b/docs/spend-insights/reports/ongoing-insights.md index db0be6dca..5aa3089eb 100644 --- a/docs/spend-insights/reports/ongoing-insights.md +++ b/docs/spend-insights/reports/ongoing-insights.md @@ -1,7 +1,7 @@ --- title: "Ongoing Insights report reference" sidebar_label: "Ongoing Insights" -description: "Understand the data and metrics used in the Spend Analysis report and how to interpret them" +description: "Understand the data and metrics used in the Ongoing Insights report and how to interpret them" displayed_sidebar: spendInsights --- @@ -9,30 +9,44 @@ import Tabs from "@theme/Tabs"; import TabItem from "@theme/TabItem"; import ReadNext from "@components/ReadNext"; -An automated quarterly report that compares the latest spend data to previous periods and highlights new suppliers, trends, and payment method changes. | Continuous monitoring of opportunitites, supplier onboarding prioritization +The **Ongoing Insights** report is a scheduled quarterly report that compares your customer's latest spend data to the previous period. It is designed to surface timely, actionable insights without requiring you to manually pull and compare reports. -# Ongoing Insights report +The report is generated automatically each quarter and delivered to your inbox by email. We use the emails added to the Subscriptions list during company creation (see [Create customer](/spend-insights/guides/onboard-customer#create-customer)). -Understand the tabs, columns, and calculated values in the Ongoing Insights report +Once generated, it is also available to download from the Portal. For instructions on downloading the report, see [Download reports](/spend-insights/guides/get-report#download-report). It's not possible to manually trigger the update of this report. -The Ongoing Insights report is a scheduled quarterly report that compares your customer's latest spend data to the previous period. It is designed to surface timely, actionable insights — new suppliers, payment method shifts, and settlement trends — without requiring you to manually pull and compare reports. +:::tip Quarterly report +The Ongoing Insights report is only generated once a full quarter of data is available. If you haven't yet received the report, it may be because we don't have a complete quarter of data for your customer. +::: -The report is generated automatically each quarter and delivered to your inbox by email. Once generated, it is also available to download from the Portal. For instructions, see [Download reports](#). +## Insights -:::note -The Ongoing Insights report is only generated once a full quarter of data has been collected. If you have not yet received the report, a complete quarter of data may not yet be available for your customer. -::: +Because the Ongoing Insights report arrives on a regular schedule, we recommend you use it proactively for the following use cases: + +- **New supplier discovery** + + The _New Suppliers_ tab identifies vendors your customer has started working with recently. These are prime candidates for card onboarding, especially those currently paying by check or bank transfer. + +- **Payment method shift detection** + + The _Spend Analysis_ tab highlights whether suppliers are moving away from card payments or towards them. An increasing share of non-card spend may be a signal to prioritize reengagement. + +- **Settlement trend monitoring** -## How the report works + The change in average settlement days shows whether your customer's payment behaviour is improving or degrading over time, indicating shifts in cash management. + +- **Proactive outreach** + + Because the report is delivered to your inbox on a quarterly schedule, it surfaces opportunities at the right time without requiring you to manually pull and compare data. + +## Report generation Each quarter, Codat compares two consecutive three-month windows of your customer's spend data: - **Prior period** — the three months before the latest quarter - **Latest quarter** — the most recent three months of data -Suppliers who appear in the latest quarter but had no spend in the prior period are identified as **new suppliers** and are the focus of much of the report's analysis. - ---- +Suppliers who appear in the latest quarter but had no spend in the prior period are identified as **new suppliers** and are the focus of the report. ## Report structure @@ -41,58 +55,54 @@ The report contains three tabs: | Tab | Contents | |---|---| | **Summary** | High-level overview of new supplier activity and settlement trends | -| **Spend Analysis** | Quarter-on-quarter payment method mix comparison | -| **New Suppliers** | Detailed per-supplier breakdown for suppliers new to the latest quarter | - ---- - -## Summary tab - -The **Summary** tab provides a high-level snapshot of new supplier activity and how settlement behaviour has changed since the prior period. - -| Column | Description | How it's calculated | -|---|---|---| -| **Date range** | The start and end dates of the latest quarter covered by the report. | Set to the latest three-month window. Months reviewed is always 3. | -| **New supplier count** | The number of suppliers that appear in the latest quarter but had no spend in the prior period. | Count of suppliers present in the latest quarter with no record in the preceding three-month window. | -| **Bills count (new suppliers)** | The total number of bills raised by new suppliers in the latest quarter. | Count of all bills from new suppliers within the latest quarter. | -| **Bills amount (new suppliers)** | The total value of bills raised by new suppliers. | Sum of bill amounts (base currency) for new suppliers in the latest quarter. | -| **Payments count (new suppliers)** | The total number of payments made to new suppliers. | Count of payment records linked to new suppliers' invoices in the latest quarter. | -| **Payments amount (new suppliers)** | The total value of payments made to new suppliers. | Sum of payment amounts (base currency) for new suppliers in the latest quarter. | -| **Direct costs count (new suppliers)** | The total number of direct cost transactions associated with new suppliers. | Count of direct cost records for new suppliers in the latest quarter. | -| **Direct costs amount (new suppliers)** | The total value of direct costs associated with new suppliers. | Sum of direct cost amounts (base currency) for new suppliers in the latest quarter. | -| **Average settlement days (new suppliers)** | The spend-weighted average number of days from bill issue to payment for new suppliers. | `SUM(settlement days × bill amount) / SUM(bill amount)` for new suppliers in the latest quarter, where settlement days = payment date − issue date. | -| **Change in average settlement days** | The difference in average settlement days between new suppliers and suppliers from the prior period. | Average settlement days (new suppliers) − average settlement days (prior period suppliers). A positive value means new suppliers are taking longer to settle; a negative value means they are settling faster. | - ---- +| **Spend Analysis** | Quarter-on-quarter payment method comparison | +| **New Suppliers** | Detailed breakdown for suppliers new to the most recent quarter | + +### Summary tab + +The **Summary** tab provides a high-level snapshot of new supplier activity and how settlement behavior has changed since the prior period. + +| Column | Description | What it tells you | +|---------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| +| **Start Date**, **End Date**, **Months Reviewed** | The date range of the latest quarter covered by the report. Months reviewed is always 3. | All figures in this report are calculated for this period. Check this first before interpreting any metric. | +| **New supplier count** | The number of suppliers that appear in the latest quarter but hadn't appeared in the prior period. | The headline indicator of supplier base growth. A high count signals significant new relationships worth exploring. | +| **# of Bills (new suppliers only)** | Total number of bills raised by new suppliers in the latest quarter. | Use to understand how active the new suppliers are. A high bill count from new suppliers indicates they are already transacting at scale. | +| **Bills amount (new suppliers only)** | Total value of bills raised by new suppliers in the latest quarter. | Quantifies the financial importance of new supplier relationships. High amounts make these suppliers priority candidates for card enablement. | +| **# of Payments (new suppliers only)** | Total number of payments made to new suppliers in the latest quarter. | Compare with bills count to understand payment patterns. | +| **Payments amount (new suppliers only)** | Total value of payments made to new suppliers in the latest quarter. | Cross-reference with bills amount to check for patterns. A significant gap may indicate outstanding balances with new suppliers. | +| **# of Direct costs (new suppliers only)** | Total number of expense transactions associated with new suppliers in the latest quarter. | A high count relative to bill count suggests new suppliers are being paid outside of the formal supplier process. | +| **Direct costs amount (new suppliers only)** | Total value of expenses associated with new suppliers in the latest quarter. | Add to bills amount for a complete picture of total spend with new suppliers. | +| **Average settlement days** | The average number of days between bill issue date and payment date for new suppliers, calculated across all bills and weighted so that higher-value bills have more influence on the result. | Use as a baseline for how quickly new suppliers are being paid. Compare with the prior period average to spot trends. | +| **Change in average settlement days** | The difference in average settlement days between new suppliers in the latest quarter and suppliers from the prior period.

A positive value means new suppliers are taking longer to settle, and a negative value means they are settling faster. | A significant positive change may indicate new suppliers have longer payment cycles or that payment processes are slowing. | ## Spend Analysis tab -The **Spend Analysis** tab compares the payment method mix between the prior period and the latest quarter, showing how your customer's spend distribution across payment methods has shifted. - -Each row represents a payment method. See [How payment methods are determined](#) for details on how methods are inferred from accounting data. +The **Spend Analysis** tab compares the payment method mix between the prior period and the latest quarter. Use this tab to detect payment method shifts. For example, if the share of spend on Check or Bank Transfer has increased, this may indicate suppliers moving away from card payments. -| Column | Description | How it's calculated | -|---|---|---| -| **Payment method** | The payment method type (e.g. Credit Card, Bank Transfer, Check, Unknown). | Grouped by each supplier's most common inferred payment method. | -| **% of all bills (by amount) — prior period** | The share of total bill value attributed to this payment method in the prior period. | `(Bills amount for this method in prior period / Total bills amount in prior period) × 100` | -| **% of all bills (by amount) — latest quarter** | The share of total bill value attributed to this payment method in the latest quarter. | `(Bills amount for this method in latest quarter / Total bills amount in latest quarter) × 100` | -| **Change** | The percentage point difference between the two periods. | Latest quarter % − prior period %. A positive value means this payment method's share has grown; a negative value means it has declined. | +Each row represents an inferred payment method. See [Payment method determination](/spend-insights/reports/spend-analysis#payment-method-determination) for details on how methods are inferred from accounting data. -Use this tab to detect payment method shifts — for example, if the share of spend on Check or Bank Transfer has increased, this may indicate suppliers reverting away from card payments, which is a signal to re-engage with your card programme outreach. - ---- +| Column | Description | What it tells you | +|-------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| +| **Payment method** | The payment method grouped by each supplier's most common inferred payment method. | Use to identify which payment methods dominate your customer's supplier spend and where shifts are occurring. | +| **% of all bills (by amount) — last quarter** | Share of total bill value attributed to this payment method in the three-month period before the latest quarter. | Use as the baseline when assessing how your customer's payment method mix has changed. | +| **% of all bills (by amount) — this quarter** | Share of total bill value attributed to this payment method in the most recent three-month period. | Compare with the prior period column to see whether spend on this payment method has grown or declined. | +| **Change** | The percentage point difference between the latest quarter and the prior period.

A positive value means this payment method's share has grown, and a negative value means it has declined. | A growing share of check or bank transfer spend signals suppliers moving away from card. A growing card share confirms that enablement efforts are working. | ## New Suppliers tab -The **New Suppliers** tab provides a full supplier-level breakdown for every supplier identified as new in the latest quarter. The columns in this tab match those in the [Spend Analysis report](#) Supplier Analysis tab, covering bills, payments, payment terms, settlement period, direct costs, payment method, and supplier details. - -For column definitions, see the [Spend Analysis report reference](#). - ---- - -## What you can learn from this report - -- **New supplier discovery** — the New Suppliers tab identifies vendors your customer has started working with recently. These are prime candidates for commercial card onboarding, particularly those currently paying by check or bank transfer. -- **Payment method shift detection** — the Spend Analysis tab highlights whether suppliers are moving away from card payments towards check or ACH, or vice versa. An increasing share of non-card spend is a signal to prioritise re-engagement. -- **Settlement trend monitoring** — the change in average settlement days shows whether your customer's payment behaviour is improving or degrading over time, indicating shifts in cash management. -- **Proactive outreach** — because the report is delivered to your inbox on a quarterly schedule, it surfaces opportunities at the right time without requiring you to manually pull and compare data. \ No newline at end of file +The **New Suppliers** tab provides a full supplier-level breakdown for every supplier identified as new in the latest quarter. The columns in this tab match those in the _Supplier Analysis_ tab of the **Spend Analysis** report, covering bills, payments, payment terms, settlement period, expenses, payment method, and supplier details. + +For column definitions, see the [Spend Analysis report reference](/spend-insights/reports/spend-analysis#supplier-analysis-tab). + + \ No newline at end of file