Permission to see only report for specific items

[AW0904]

Hi,

We are going to partnership with a supplier, and we would like to share our sales report access to them but only for their products. After trying by myself and searched online and community I don't see anything about this.

We want to be able to do that for a healthy business relationship and the time difference between them and us.

[Summer2024 · Accepted solution]

Hi, @AW0904 ! Welcome to the Square Community! 😃

You're right that Square doesn't have a direct feature for selective report sharing with suppliers.

However, here are several workaround solutions I've outlined:

Option 1: Categorization & Manual Export

1. Setup:

   • Create a specific category for this supplier's products
   • Tag all their items with a custom attribute
   • Generate filtered reports based on their category/items

2. Process:

   • Export relevant reports periodically
   • Set up automated email delivery of reports
   • Use Excel/Google Sheets to format data appropriately

Option 2: Square Team Management

1. Limited Access Account:

   • Create a custom role with limited permissions
   • Give access to only sales reports
   • Note: This won't restrict view to specific products only

2. Considerations:

   • They would see all sales data
   • You can limit other sensitive information
   • Not ideal if you need product-specific privacy

Option 3: Automated Report Generation

1. Using Square API:

   • Create automated reports for specific items
   • Use Square's API to pull specific product data
   • Generate custom reports programmatically

2. Third-Party Integration:

   • Connect Square to reporting tools like:
     • Google Data Studio
     • Tableau
     • Microsoft Power BI
   • Create supplier-specific dashboards

Recommended Solution

Given your needs, here's a practical approach:

Initial Setup:

a) Organize Products:

• Create a specific category for this supplier
• Use custom attributes to tag their products
• Ensure consistent naming conventions

b) Report Template:

• Create a standardized report format
• Include relevant metrics:
  • Sales volume
  • Revenue
  • Time periods
  • Product performance

Automated Process:

• Export filtered reports weekly/monthly
• Set up automatic email delivery
• Use cloud storage for report access

Security Considerations:

• Remove sensitive information
• Password protect documents
• Use secure file sharing

I know this may not have been exactly what you were looking for, but I hope this helps!