Audit trail

See who changed what and when on bills, payments, tables, prices and settings, spot cancels, removed items, discounts and reprints by staff member, and export it all to Excel or PDF.

What the audit trail records

The audit trail is always on. Every time someone changes a bill or a setting, Ellibo writes one line with:

when it happened, in your business's time zone,
who did it, and their role (Admin, Manager, Staff or Captain),
what changed, with the old and new value (for example a quantity 3 → 1 or a price 120.00 → 140.00),
the bill it belongs to, and the amount involved.

Lines can't be edited or deleted by anyone, including Admins.

It records:

Bills: order created, items added, items removed or reduced, price changes, item and bill discounts, tips, customer, waiter and order-type changes, bills printed and printed again, cancelled bills.
Payments: bills settled (with how they were paid), payments voided or changed, dues collected, refunds and returns.
Tables and kitchen (restaurants): table moves, merges, items moved to another table, kitchen tickets cancelled or printed again.
Day close and cash: day and register opened, closed and reopened, cash paid out, and the cash drawer opened without a sale.
Products, stock and settings: products added, changed (with the price change) or deleted, stock adjustments, purchases, customer tags and their discounts, taxes, payment methods, Billing Settings and other settings, users and roles.

Only an Admin can see the audit trail.

Exceptions

Some changes are marked as exceptions and shown in red, because they are where money can go missing:

a bill cancelled,
an item removed or its quantity reduced after the kitchen ticket was sent or after the bill was printed,
a discount given by hand (a customer tag's automatic discount is not an exception),
a price changed on a bill,
a bill or kitchen ticket printed again,
a payment voided or its method changed,
a refund or return,
the cash drawer opened without a sale,
a day or register reopened, or a cash paid-out deleted.

Removing an item before it goes to the kitchen is recorded too, but it isn't an exception: that's a normal correction while taking the order.

Tip

The paid receipt you print right after settling a bill is not a reprint. Printing the same bill again later is.

Look through the activity

Go to Audit Trail in the menu.

Choose the dates with From and To. It opens on the last 7 days.
Narrow it down with Staff, Area (Bills, Payments, Tables, Kitchen, Day close and cash, Menu, Stock, Settings, Staff), or tick Exceptions only.
Type in Search to find a bill number (for example #245), an item, or any text.
Click a bill number to open that order.

The newest lines are at the top. Click Show more at the bottom for older ones.

Exceptions by staff

Open the Exceptions by staff tab. For the dates chosen, it shows one row per person with how many cancels, items removed, discounts, price changes, reprints, payment changes, refunds and drawer opens they made, and the money involved.

Click any number to see exactly those lines in the activity list. Click Show all to go back.

Tip

Check this tab every week. A staff member with far more items removed after the kitchen ticket, or more reprints, than everyone else is worth a conversation.

A bill's history

Open any order from Sales › Orders and click Show next to History. You see everything that happened to that bill, oldest first: who opened it, what was added or removed, discounts, prints, table moves and how it was paid.

Export to Excel or PDF

On either tab, click Excel or PDF. The file has what's on the screen for the filters you chose. Excel holds up to 5,000 lines; for more, choose fewer days.

How long lines are kept

Click Settings at the top of the Audit Trail page:

Keep lines for: 2 years (the default), 1 year, or forever. Older lines are deleted once a day. Choose a shorter time to keep your account small.
Record:
- Every change (the default) keeps the full history of every bill.
- Exceptions and settings only uses less space. It skips everyday steps such as items added and bills settled, but still keeps every exception and every change to prices and settings.

The audit trail starts from the day it was switched on for your account. Bills from before that have no history lines.