How to View and Export Finances Reports

 

Every payment Kicksite touches ends up in one of ten reports. This article covers what each report actually answers and when it updates.

Getting there

The reports

Payment Breakdown

Everything collected between a start and end date. Filter by Revenue Streams and Payment Types and the report updates as you select. This is the closest thing to a general-purpose “what did we take in” report, and the one most schools should reach for first.

Transaction Details

Individual payments with their status. Credit card payments show Approved, Failed, Refunded, or Voided. ACH shows Settled, Pending, Failed, or Refunded. Filter by payment type and status. Use this when you’re chasing one specific payment rather than looking at totals.

Merchant Account Payments

Daily totals of what your merchant provider processed, including service fees. This is what your processor says happened. 

Collected Tax

Tax collected per day across a date range. Straightforward, and the one your accountant will ask for.

Projected Revenue

An estimate of upcoming revenue based on what you’ve collected historically. Useful for planning, not for accounting.

Daily Collected Revenue

Totals by Revenue Stream, with daily, monthly, yearly, and total columns. Filter to specific revenue streams.

Monthly Collected Revenue

The same data, but shows as a monthly summary. If you want to know how much the Summer Camp revenue stream brought in each month, this is it.  This is why setting up Revenue Streams in your Finance Setting is an important step.  

Adjusted Balances

Every time someone reduced an invoice balance or marked it as not collectable, along with the reason that was typed at the time. If you’re wondering why a month came in light, start here.

Provider Transactions

Records pulled directly from your merchant provider for reconciliation. Because the data comes from the provider, the screen looks different depending on who processes your payments. Click Filter to run it, then Export.

Voids

Invoices that were voided before any payment was taken, with the reason. Voids and adjustments are different things and live in different reports — a voided invoice never had money against it, an adjusted one did.

If you want to know	Open
Everything collected in a date range, broken out by revenue stream and payment type	Payment Breakdown
Whether a specific transaction went through, and its status	Transaction Details
What your processor actually moved, and what it charged you in fees	Merchant Account Payments
How much tax you collected	Collected Tax
What next month probably looks like	Projected Revenue
Day-by-day totals per revenue stream	Daily Collected Revenue
Month-by-month totals per revenue stream	Monthly Collected Revenue
Where you reduced or wrote off a balance, and why	Adjusted Balances
Raw records from your processor for reconciliation	Provider Transactions
Which invoices were voided before payment	Voids

Working with the exports

Every report exports as .csv with the filters and dates you applied. If you export while filtered to one revenue stream, the file contains only that revenue stream.

Troubleshooting

A report is empty for a period I know had activity. Check the date range first — most reports default to a narrow window. Then check whether the report refreshes overnight; four of them do.

Kicksite and my processor disagree. Run Merchant Account Payments and Provider Transactions for the same range and compare. Differences are usually service fees, ACH payments still in Pending, or refunds recorded on different days.

A payment is missing from Payment Breakdown but shows on the profile. Payment Breakdown only counts completed payments. Pending ACH and declined attempts are excluded by design.

Limitations

• Reports are read-only. Corrections happen on the invoice or payment itself, not here.
• Four reports refresh overnight: Merchant Account Payments, Projected Revenue, Daily Collected Revenue, and Provider Transactions.
• Provider Transactions are unavailable to schools on Stripe.