Overview of the Finances Page

 

The Finances page is where every invoice, payment, recurring billing, and saved card in your school lives. The same information appears on individual profiles, scoped to that person — this page is the whole school at once.

Click the Finances icon in the left panel to open it.

Reading an invoice number

Before anything else: invoice numbers carry a prefix that tells you where the invoice came from. This is the fastest way to answer “what is this charge?”

Prefix	Where it came from
No prefix	A standard invoice someone created
RB	Generated by a recurring billing
LP	A purchase made on a Landing Page
REG	An event registration
FEE	A late fee
MISC	A one-time charge

The seven tabs

Invoices

• Past Due — Needs attention today. Late fees generate as their own separate invoice attached to the original, so the full amount can be settled at once.
• Open — Not fully paid, but not late yet.
• Undelivered — Paid, but a physical item hasn’t been handed over. Click Mark Delivered when it is, which is also what decrements your inventory count.
• Closed — Fully paid. Note that a closed invoice can still be undelivered.
• Archived — An invoice must be Closed before it can be archived.

Recurring Billings

• Active — Currently generating invoices.
• Inactive — Switched off, manually or automatically after declines. No new invoices generate.
• Completed — Reached its occurrence limit and every invoice is paid.
• Archived — Must be Inactive first.

Payments

• Successful — Everything that went through, by any method. Each row has Details, Notes, and Refund actions. Refunds appear here too, with their totals in red, and the original payment gets a Refunded marker.
• Failed — Declines and errors.
• Pending — ACH still settling. This tab doesn’t appear if you don’t process ACH.

Payment Methods

• Active — Every card and bank account on file, with the card type or ACH in the Source column.
• Archived — Cards you’ve removed.

Archiving is reversible for 7 days. After that the card is deleted at the processor and can’t be restored — you’d need to collect the card details again as a new Payment Method.

This tab is hidden entirely if your school doesn’t process payments through Kicksite.

Inventory

Categories and items, their prices, and stock counts. See How to Set Up Inventory.

Discounts

Flat-rate or percentage discounts for memberships, inventory, or both, optionally with a code customers enter on a Landing Page. See How to Use Discounts.

Reports

Ten reports covering collections, tax, projections, adjustments, voids, and processor reconciliation. See How to View and Export Finances Reports.

Actions available on every tab

• Add New creates the thing that tab is about — an invoice on Invoices, a recurring billing on Recurring Billings, a one-time charge on Payments, a Payment Method on Payment Methods.
• Export downloads a .csv of exactly what’s on screen, filters included.
• Search finds a person or family’s records within that tab.
• Invites on the Payment Methods tab sends bulk Payment Method requests.

The Finances module on a profile

The same data, narrowed to one person. Recurring charges and the open balance sit at the top, then five tabs:

• Invoices — Every invoice at every status.
• Recurring Billing — Students only; prospects don’t have this tab.
• Payments — Everything they’ve paid.
• Payment Methods — Their saved cards. Hidden if your school doesn’t process payments.
• Reports — Monthly and yearly Payment History and Invoice History. Click a month or year to export it.

Troubleshooting

An invoice isn’t on any tab I expect. Check Archived. Also check whether it’s a late fee — those are separate FEE invoices attached to the original, so they sort by their own issue date.

A payment shows on the profile but not in Payments. Look at the Pending tab. ACH sits there until it settles.

I archived a card by mistake. If it’s been less than 7 days, restore it from the Archived tab. Past that, add it again as a new Payment Method.

Limitations

Payment Methods and the Pending payments tab only exist for schools processing payments through Kicksite.

Invoices and recurring billings can’t be deleted, only archived, so your books stay intact.

An invoice must be Closed to archive; a recurring billing must be Inactive.