If you handle sales, you’ve probably been burned by dashboards that promise “insights” but mostly deliver noise. This guide is for anyone who needs real answers from their data—sales managers, solo founders, or just someone who wants to stop guessing. We’ll get into how to use the Cheapinboxes analytics dashboard to actually report on sales activities, not just stare at pretty graphs.
There’s no fluff here. You’ll find out what works, where you can skip steps, and where to watch out for common mistakes.
1. Get Your Data in Order (Don’t Skip This)
Cheapinboxes is only as good as the data you feed it. If your sales records are a mess, your dashboard will be too. Here’s what you need before you even open the dashboard:
- Clean data: Make sure your sales entries are consistent—names, dates, product codes, revenue numbers. If possible, standardize how your team logs deals.
- Import options: Cheapinboxes usually pulls data from CSVs, connected CRMs, or manual entry. Pick the source you trust most. Avoid manual entry if you can help it; mistakes creep in fast.
Pro tip: Garbage in, garbage out. If you’re seeing weird numbers in your reports later, it’s almost always a data import issue.
2. Navigating the Dashboard: What’s Actually Useful
Once you’re logged in, you’ll see a wall of charts and widgets. Here’s what matters for sales reporting, and what you can ignore (at least at first):
What to Focus On
- Sales Pipeline Overview: Shows deals by stage (e.g., leads, qualified, closed). Essential for understanding sales flow.
- Revenue by Period: Lets you see sales over time—monthly, quarterly, etc. Good for reporting trends.
- Top Products/Services: Highlights what’s selling and what isn’t. Useful for both reporting and decision-making.
- Rep/Team Performance: Breaks down activity by person. Handy for 1:1s and team meetings.
What to Ignore (For Now)
- “Engagement score” widgets: These often just repackage activity metrics. Look at actual calls/emails/deals instead.
- Sentiment analysis: Unless you’re selling at huge scale, these rarely tell you anything actionable.
- Generic “AI insights”: If it sounds like fortune-telling, don’t base your reports on it.
Pro tip: Stick to metrics tied directly to sales activities and outcomes. Ignore the rest until you have a specific question to answer.
3. Building a Sales Activity Report (Step-by-Step)
Now for the part you actually need: how to pull a report that tells the real story.
Step 1: Set Your Reporting Range
- Choose your time window (weekly, monthly, quarterly).
- Shorter periods help catch problems early; longer periods show trends.
Step 2: Filter the Data
- By sales rep: See who’s moving the needle.
- By product/service: Find out what’s really selling.
- By pipeline stage: Useful for spotting slowdowns or bottlenecks.
Don’t pull everything at once. Narrow it down so you can actually use the report.
Step 3: Select Relevant Metrics
At minimum, grab:
- Number of deals created
- Number of deals closed (won/lost)
- Total revenue
- Average deal size
- Activities logged (calls, emails, meetings)
If you try to cover every metric at once, you’ll drown in data. Start small.
Step 4: Generate and Customize the Report
- Use the “Export” or “Download” button—most dashboards let you spit out CSV, PDF, or a shareable link.
- Add simple annotations, if available (“Why did numbers dip in March? Vacation!”).
- Make sure charts actually match your filters; double-check totals.
Pro tip: Don’t just send the raw export. Highlight what matters—mark winners, flag issues, add a quick summary if sharing with your team.
4. Reading the Results (And Not Fooling Yourself)
It’s tempting to cherry-pick good numbers or blame the tool for bad ones. Here’s how to keep it honest:
- Look for patterns, not just points: Did sales dip after a product change? Are certain reps consistently closing more?
- Don’t ignore outliers: Spikes or drops are worth investigating, but don’t build a story around a single big deal.
- Compare to previous periods: This is basic, but people skip it. Are you actually growing, or just treading water?
What works:
- Keeping reports simple and consistent. Same format, same filters every time.
- Focusing on actionable takeaways—what will you do differently next time?
What doesn’t:
- Over-analyzing. If you’re spending more time making the report than acting on it, something’s wrong.
- Letting the dashboard dictate your strategy. Tools help, but they don’t replace real conversations with your team.
5. Sharing and Automating Reports
Manual reporting is a time suck. Here’s how to make it less painful:
Share Smart
- Use Cheapinboxes’ built-in sharing (if your plan allows) to send live links. It beats sending giant attachments.
- If you’re emailing, keep it short. One paragraph, a chart, and a couple of bullet points is enough for most people.
Automate (If It’s Worth It)
- Set up scheduled exports if your team needs regular updates. But only automate what people actually use.
- Don’t bother with daily reports unless you’re running a call center or high-volume team. Weekly or monthly is plenty for most.
Warning: Automation is great, but don’t let it hide problems. Check in on your reports now and then to make sure they still make sense.
Common Pitfalls (And How to Avoid Them)
- Analysis paralysis: Too many metrics = no decisions. Stick to 3-5 key numbers.
- Out-of-date data: Always check the “last updated” timestamp. Stale data kills credibility.
- Vanity metrics: If a stat doesn’t change your behavior, drop it.
- Chasing trends: Don’t add new widgets every week. Only expand your reporting when you have a clear need.
Keep It Simple—Iterate Later
The best reporting isn’t the fanciest—it’s the one you actually use. Start with a basic sales activity report, share it, and see what questions come up. Tweak as needed, but don’t get bogged down in dashboard “features” you’ll never touch. Cheapinboxes gives you the basics; the rest is up to you.
If you remember nothing else: clean data, simple reports, and a focus on action beat any fancy chart. Start small, iterate, and don’t let reporting become your full-time job.