Everything you collect, by card or at the front desk, lands in the Accounting & Billing section. Four screens complement each other: the payment history to look up an operation, the subscriptions to know who is up to date, the dashboard for the overview, and the forecasts to plan ahead.
1. The payment history
The Payments screen has two tabs. History lists every operation with the student, product, amount, method, status and date. To validate gathers the offline payments you need to confirm, with the amount left to collect and the overdue amount.
Filter by period, by status (confirmed, pending validation, to pay, failed, canceled, refunded) and by method (card, SEPA, cash, cheque, vouchers). A Trial badge flags a payment that came from a trial class. Click a row to open the details of the enrollment it belongs to: all its payments, validated, to validate, failed and upcoming, with their invoices. When a single charge paid for both a membership and items, the row shows both shares and the View cart link.
On a computer, Export CSV produces the file for the filtered period, ready for your accountant.
2. Your members’ subscriptions
The status filters answer everyday questions: Active for who is up to date, To resolve for who has a failed payment, Pending for who has not paid yet, Cancellation scheduled for who leaves at the next due date, Expired and Canceled for the history.
A subscription’s details show the payment schedule, confirmed and pending payments, and the accepted terms. For an enrollment paid offline, the Remove subscription button ends it, after confirmation.
A Takes over on badge followed by a date flags an early renewal: the student has already renewed, and the new membership will start when the current one ends. The two rows for the same student are not a duplicate, do not delete anything. A Starts on badge marks a purchase where the student chose the start date.
To enroll a student yourself, the Create subscription button sits at the top of this screen. The “Enroll a student in a product yourself” tutorial covers the rest.
3. The financial dashboard
At the top, the Finances chart shows your figures month by month, across four tabs: Revenue, Payments, Subscriptions for new sign-ups, and Forecast. Below the chart, the total and the monthly average, and on the Revenue tab your best month. Click a bar to see that month’s figure.
On the Forecast tab, the arrows shift the window of months, and the Cash forecast block appears below: what is expected over the next 3 months, split between engaged and projected. Details opens the full forecasts, described further down.
For the rest of the screen, pick the period at the top right. The four indicators give total revenue, confirmed, pending payments (including overdue) and the number of active subscriptions. Below: revenue by product, payment status, payment methods and discounts, latest subscriptions and overdue payments.
The Stripe block shows your available balance, the next payout and the history of payouts to your bank. That is where you check that a payout has actually left.
The In-person payments block lists voucher payments still pending: CAF vouchers, holiday vouchers, Sports Vouchers, Connect Vouchers, Pass Sport, Pass+, Carte Blanche and BAZ. It is your list of vouchers to send to the bodies that reimburse them, with their count and total.
4. Revenue forecasts
The projection covers the next twelve months. Engaged matches the schedules already planned and the installments under commitment: that money is almost certain. Projected matches renewable subscriptions the student can cancel. The “of your revenue is already engaged” percentage measures how solid your cash flow is.
The Monthly breakdown table helps you spot a dip, typically at the end of the season, and prepare a back-to-school offer before it arrives.
If a student says they paid
Look them up first in the payment History, filtering on their name and the period. If they paid in cash or by cheque from the app, their payment is waiting in Pending payments: validate it and their access opens. There is no automatic reminder button: when a card payment fails, the subscription becomes To resolve and it is up to you to contact the student.