New Finances: Overview of the Finances Page

This article covers the new, uplifted finances, which is currently only available to select customers.

If you’re just getting started with finances in Kicksite, we recommend that you review Finances settings.

What do you need to do?

• Find out what’s in the uplifted Finances: See the overview of the new Finances page.
• Sell merchandise: If needed, set up your Inventory; then you’re ready to add and pay an invoice. You can then pay open or past due invoices or pay open balances.
• Set up recurring billings: If needed, add a card to a student and then add a recurring billing and set it up on autopay.
• Refund a payment: Refund, credit, or make changes to invoices or recurring billings.

Kicksite is pumped to release the updated finances. This article provides an overview of the new Finances page, as well as the updated Finances module on the student and prospect profile page.

Updated terminology

Some of the terms used in classic billing have been changed to be more accurate and to adhere to industry standards.

Invoice prefixes

To help quickly identify what an invoice is for, Kicksite adds a prefix before the invoice number:

• RB: A recurring billing invoice.
• LP: An invoice generated from a Landing Page purchase.
• REG: An invoice generated from an Event registration.
• FEE: An invoice generated for a late fee.

Finances page

The Finances page is the central location for all information on payments, invoices, recurring billings, and payment methods. To go to the Finances page, click the Finances icon on the left panel.

The Finances page has four tabs:

• Invoices tab: Provides lists of all invoices, divided up by the status tabs:
  • Past Due: Past Due invoices appear when you first go to the Finances page so that you can easily see which invoices need your attention. Keep in mind that if you charge a late fee, the late fee will be generated on a separate invoice. When a student pays the original invoice, the late fee invoice will be attached to the original invoice and the full amount can be paid at once.
  • Open: Open invoices have not been fully paid, but they aren’t past the payment due date yet.
  • Undelivered: If an invoice has a physical item (for example, a granola bar or sparring gear) that has not been marked as delivered, these invoices will appear on the Undelivered tab. You can click Mark Delivered if the invoice has been paid and the student has taken possession of the item(s).
  • Closed: Closed invoices are complete. Keep in mind that physical items could be undelivered on a closed invoice. Paid recurring billing invoices will also appear on the Closed tab.
• Recurring Billings: Provides lists of all recurring billings.
  • Active: Active recurring billings shows your current recurring billings. You can sort by the Name or Next Charge columns.
  • Inactive: Inactive recurring billings have been either turned off automatically (when the number of recurring billings has been paid), or manually turned off. The student will no longer be billed from an inactive recurring billing.
  • Completed: Completed recurring billings have had all scheduled payments made. For example, if the number of billings was 12, and the student has paid 12 times, the recurring billing is completed and the student will no longer be billed (unless you set up a new recurring billing).
• Payments: Provides lists of all payments made.
  • Successful: Successful payments are invoices and recurring billings that had the payment successfully process (for credit card or ACH payments) or that have been paid by another method (such as cash).
  • Failed: Failed payments are invoices and recurring billings that had the payment fail to process successfully. For example, if the payment declined due to an expired card or insufficient funds, the invoice will appear in the Failed tab.
  • Pending: Pending payments are ACH payments that are processing but not yet complete. If you do not process ACH payments, you will not see the Pending tab.
• Payment Methods: Provides a list of the payment methods attached to students, prospects, and families. In the Source column, you can see the card type (such as Visa or Discover) or if it’s ACH (checking). (If you used classic billing, payment methods were formerly called Vault Items.) Note: This tab is not available if you do not have billing integrated to process payments through Kicksite.
• Reports: Provides a list of reports you can select and review. You can also export the selected report and download a .csv file. Depending on which report you select, you may have options to filter the report on the right side (such as selecting a start and end date).

The Finances module on the student or prospect profile

The Finances module on the student or prospect profile shows the financial information specific to that person.

At the top of the Finances module, you see any recurring billing charges, the amount they paid that month, and the open balance.

The Finances module has five tabs to organize the billing for the student or prospect:

• Invoices: Shows all invoices of all statuses for the student or prospect.
• Recurring Billing: Shows the payments made for any recurring billing(s) the student has. Prospects will not have this tab.
• Payments: Shows all payments made by the student or prospect.
• Payment Methods: Shows the Payment Methods (card or ACH account information) entered for the student or prospect. Note: This tab is not available if you do not process payments through Kicksite.
• Reports: Shows the monthly or yearly Payments History or Invoice History reports. Click the month or year to export a .csv file.