Aircall provides detailed usage data to help you understand how your team uses the product. However, only specific reports should be used for invoicing and reconciliation. This article explains where to find the official usage report linked to your invoice, how to download it, and how to interpret its contents.
Usage reports in the Analytics section
You can access general usage data from the Analytics tab in your Aircall Dashboard, under Overview, or through the Analytics+ add-on. These reports provide detailed, line by line activity data to help you analyze performance and usage patterns.
Important: The usage data found under Analytics or Analytics+ should not be used for invoicing.
These reports are raw data meant for internal analysis only and do not match your invoice.
Locating the official usage report for invoicing
The official usage report that corresponds exactly to your monthly invoice is available in the Billing tab of the Aircall Dashboard. This section is accessible only to users with Owner permissions.
Steps:
- Go to the Billing tab in your Aircall Dashboard.
- Under Invoices, locate the table listing all issued invoices.
- Review the information shown in each row:
- Name: Document reference number
- Date: Document issue date
- Type: Invoice or credit note
- Amount: Total document amount
- If an invoice is partially paid or a credit note partially applied, the full original amount is still displayed
- Status: Open, Paid in Full, Unpaid, or Applied
- Invoice: Download PDF button
- Usage report:Excel icon to download the CSV usage report
- On the far right of the row, click the Usage report Excel icon.
- Once downloaded, use the file to match each invoice line with its corresponding usage record.
Important: Only users with Owner permissions can access the Billing section from the Aircall Dashboard.
Usage reports are available for 90 days. If you need data older than this period, please contact our Customer Support team.
Understanding the billing period
Each invoice covers usage from the previous billing cycle.
Note: Invoices always cover the previous month usage.
For example, an invoice issued on May 14, 2025, includes calls made between April 14 and May 13, 2025.
Tip: Always refer to the date range of the invoice to know exactly which usage period is included in the associated report.
What the usage report includes
The downloadable usage report provides a detailed breakdown of all billable usage included on your invoice. You can review:
- Your WhatsApp usage
- Your SMS & MMS usage
- Your call usage
- Your Voice AI usage
This report allows you to reconcile every billed item on your invoice with its corresponding usage entry.
How to use the downloaded usage report
After downloading the official usage report from the Billing tab, you can analyze activity, identify trends, and reconcile invoice charges. The table below explains the key columns included in the report and how to interpret them.
| Column Name | Description | Tips |
|---|---|---|
| Type | Identifies the usage activity type, such as Call, SMS, MMS, Voice AI Call, or WhatsApp message | Filter by type to analyze specific communication channels |
| Record UUID | Unique ID assigned to each call recording | Use this ID to locate and listen to the related call |
| Billed Duration in Sec | Billable seconds charged for outbound Voice AI calls | Matches your invoice exactly. Voice AI calls under 15 seconds are free |
| Billed Duration in Mins | Billable minutes charged for outbound calls, rounded up | Already rounded and matches your invoice |
| Call ID | Unique identifier assigned to each call | When Is External Transfer is True, both call legs share the same Call ID |
| Company ID | Unique identifier assigned to your company in Aircall | Required only if you request to port out Aircall numbers |
| Direction | Indicates Inbound or Outbound usage | Filter by Outbound to focus on billable usage. Inbound toll free calls may be charged |
| Is Conference | Indicates whether the call included multiple participants | Filter by True to identify conference calls |
| From Country | Country from which the call or message originated | Useful for analyzing usage by regional teams |
| From Number | Originating phone number | Helps analyze usage by agent based on assigned numbers |
| Record Timestamp | Date and time when the call or message record was created | Filter by date to match the invoice billing period |
| Segment Count | Number of billable SMS segments, up to 160 characters per segment | Matches the quantity shown under Messages from the previous month. Inbound SMS are free |
| Description | Usage type description, such as Inbound Toll free US | Match this value to the Description line on your invoice |
| To Country | Destination country of the call or message | Filter by destination to analyze usage to specific countries (e.g., US for United States). |
| To Number | Destination phone number | Useful for tracking usage toward specific prefixes |
| Is External Transfer | Indicates whether the call was transferred. | Transferred calls create separate billable legs. Frequent international transfers may require an extended bundle Transferred calls generate separate billable legs. |
Tip: Use spreadsheet filters or pivot tables to summarize totals by type, direction, or subscription. This helps validate invoices and monitor communication trends.
To sum-up:
- Analytics and Analytics+ reports are for internal analysis only and should not be used for invoicing.
- The usage report available in the Billing tab in Aircall Dashboard is the official document that matches your invoice.
- Usage reports are accessible to account owners for 90 days. For older data, contact our Customer Support team.
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