Reporting - Financial

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This article provides a brief description of each Financial report available to you. You can use these reports to help understand and reflect on your business' overall financial health. 

 

In this article, we will cover the following reports:

 

 

All Invoices

The All Invoices report provides you with the ability to view a list of each individual invoice that has ever been generated within your Wodify environment. At a glance, this report contains specific invoice details: Expected Revenue, Total Discounts applied, Refunds applied, TaxNet Revenue, and Final Charge. A summary of each column total will be displayed in the first row of the report.

 

Note: This report is driven by the invoice payment due date, not the date of the transaction. For specific transaction-related information please refer to the Transaction History report.  

 

Any invoice created within the Wodify environment will be included in this report based on the Payment Due date range selected.  This includes invoices that are Paid, Unpaid, Voided, Partially Refunded, and Refunded with the ability to be filtered by those specific invoice statuses as well.  The list of All Invoices can be further filtered by different locations (if applicable) and the Payment Due date.  

 

Note: Exporting this report to a spreadsheet will provide more details from the invoice and its line items. In the event that an invoice has multiple line items, the line items will appear as additional entries in the exported report but will use the same Invoice number.  

 

 

Additional Exporting Details

Exporting this report will include additional columns of information including:

  • Is Auto Bill - Whether or not this invoice set to automatically be attempted by Wodify
  • Paid On - A timestamp for when an invoice has been paid
  • Notes - Any included general notes about the invoice from its ‘Notes’ field
  • Product Name - The name of the product or service sold in the invoice would appear here
  • Product Type - What kind of product the item sold was (e.g., ‘Apparel’ for a T-Shirt sold or Supplements for a Protein Bar sold).
  • Revenue Category - The revenue category for collected revenue in Wodify (e.g., Membership Sales or Merchandise Sales)

 

Appointment Value Detail

The Appointment Value Detail report will help you easily view a summary of your appointment services, and allow you to determine the values of your appointments from your customers’ attended sessions.  

  1. This can be especially helpful when you want to pay your providers based on the total revenue associated with the appointment. (If necessary, you can exclude the free trials and see the warnings of appointments booked that don’t have a membership associated).
  2. For example, Anna has booked a “5 Session Personal Training” Service that was valued at $100.00. She has attended only one of those sessions, leaving that particular session valued at $20.00. This $20.00 will be reflected in the report under the Appointment Value column.

By looking at this report directly, you can view valuable information, such as:

  • Which client booked which appointment
  • Their attendance status (attended, no show, canceled)
  • The value of the session that was used to book the appointment

The Appointment Value Calculation is Membership Cost* / Number of sessions in the membership = Session Value 

* The membership cost is the amount of the invoice associated with the appointment membership. If any discounts or updates are made to the membership invoice prior to the invoice being paid the session value will be updated accordingly.

Note: All appointments are included in this report regardless of the client's status on the appointment (attended, no show, canceled) and we encourage you to filter these status' based on your specific needs.

 

Additional Exporting Details

Exporting this report to a spreadsheet will provide more details regarding the appointment sign-ins and the membership associated with the appointment.  In the event that the appointment had multiple clients, they will appear as separate line items.

Listed below are the additional details that will come with exporting this report:

  • Membership Start Date - The date the membership began.
  • Client Sign-in - The time and date when the client signed into the appointment.
  • Provider Sign-in - The time and date when the provider signed into the appointment.
  • Membership Sessions - The number of sessions included in the appointment membership.
  • Membership Cost - The cost of the appointment membership used to book the appointment.
  • Membership Expiration - The expiration date (when applicable) for the membership used to book the appointment. 
  • Membership Sold By - The name of the individual that sold the membership to the client. This includes adding the membership via the client profile or directly from the calendar when booking.

 

Daily Cash Report

The Daily Cash Report will help you reconcile your cash drawer with all of today's cash and check purchases. 

 

This report can be filtered by the day that you are looking to reconcile your Cash transactions. 

 

Daily Sales

The Daily Sales report will allow you to view total sales (including tax) by day.  The report can be filtered by the Payment Due date. 

 

Note: This report will pull based on Payment Due Date, despite when it was paid. If you are looking for a report based on the date transacted, please refer to the Transaction History report.

 

Expiring Credit Cards

The Expiring Credit Cards report will provide a list of Credit Cards expiring within your environment. This report can be filtered to show all payment methods or default payment methods only.

 

Failed Payments

The Failed Payments report will provide a list of any invoices that attempted to run, but the transaction failed. This report will include the error text associated and it can be filtered by Transaction Type. 

 

Monthly Revenue

The Monthly Revenue report generates a chart displaying revenue by month and location. This report also provides a list/sum of monthly gross, refunded, and net revenue by location. It can be filtered by location, date range, and payment due date of the invoice, but not the transaction date. For a summary of your income by the date it was collected please use the Transaction History report.

 

Note: Store credit is shown on this report when it is redeemed, not when it is initially purchased.

 

Those who are looking to see a month-by-month comparison of their net and gross revenue should refer to this report.  This report will also provide the ability to view total issued refunds that could potentially impact the total net revenue.

 

Revenue collected for any invoices that are Paid and have a Payment Due will be added to a given month’s revenue total.  For example, invoices that are due in May 2016 and have a status of Paid will be included in the May 2016 revenue totals.  Store credit will also be added to revenue collected, based on its creation date, once the store credit has been spent.

 

Note: This report will not show revenue based on when the transaction had been completed for the invoice. The Transaction History report will show specific information as to when a transaction was processed and revenue collected.

 

Overdue Account Receivable

The Overdue Accounts Receivable report provides a complete list of all open invoices filtered by client and location. This report also provides a sum total of the dollar value and due date of open invoices.

This report is where you can easily look for all unpaid, past-due invoices in your Wodify environment. The list of invoices generated into this report also contains the name of the client this invoice is tied to, their email address, phone number, invoice number, and overdue amount.  You can also filter this report by Payment Due date and ‘Aging’ in order to see the oldest and most overdue invoices.

Any invoice that is Unpaid and past its Payment Due date will appear in this report.  Results can also be sorted by the invoice number, unpaid amount, payment due date, and age of the invoice for ease of reference.  By default, this report will show invoices from all client accounts, but checking off Active Cliens’ Only? will reveal invoices for only active accounts.

 

Paying Members by Month

The Paying Members by Month report will display a list of all active clients who are paying for membership during the given month.  If your Wodify environment has more than one location, the total Paying Members will be broken down by location. This report can be helpful in determining how many members you are collecting payment from on a month-to-month basis.

 

Within the Paying Members by Month report, you will see a particular set of data, and you will notice that certain kinds of paying members are not included.  Any memberships that are a Plan style of membership will appear in the report as long as they meet the following criteria:

  • The associated invoice for the membership must be dated as Due during the given month
  • Invoice payment for the  membership must be Paid
  • The payment(s) for the membership during that month must be more than $0.00
  • Plan memberships that are Paid in Full in a prior month 

The following will not appear in this report:

  • Those who are currently on Session-based membership
  • Clients with membership invoices that are Unpaid
  • Payments made for multiple memberships - a client will only appear once even if they have multiple memberships
  • If a member has not made a membership payment for this month due to his or her membership being on Hold

Additional Exporting Details

Exporting this report to a spreadsheet will reveal a few additional columns of information.  The exported version of this report will contain the Month and Year, Client Name, the Client's membership start date, membership end date, and when the membership’s invoice was due. 

Note: Mid-month, this report might not be helpful to get a true count that you can expect at month's end. For future membership renewal, it is recommended to refer to the Reporting > Clients > Membership Renewal report (filter to view remaining renewals this month) and our Overdue Accounts Receivable Report for unpaid or past-due invoices.

 

Payment Methods without Valid Mandate

Note: This report will only show for environments using EziDebit as their Payment Processor.

The Payment Methods without Valid Mandate report will provide a list of payment methods within your environment without a valid mandate. This will show all payment methods without a valid mandate, whether the client is active or inactive. 

From the Payment Methods Without Valid Mandate report, you can upload a signed mandate manually, or email a new copy of the mandate to the client. 

Note: Any payment method on this list will not be run until the mandate is signed.

 

Payroll Detail

Note: This report is only available for our Promote pricing tier.

The Payroll Detail report will give a quick summary of payroll detail by pay period. This report will give you a summary for all locations together, each location separately, and each Coach individually. This report can be filtered by Staff Member.

 

Payroll Forecast

Note: This report is only available for our Promote pricing tier.

The Payroll Forecast report will provide forecasted payroll based on future class schedules. This report will change based on changes to future classes. 

 

Payroll History

Note: This report is only available for our Promote pricing tier.

The Payroll History report will provide your payroll expenses over time. This report can be filtered by date range. 

 

Revenue by Membership

The Revenue by Membership report lists all of your membership plans, their corresponding number of memberships, and net revenue. A chart of net revenue is also generated based on membership, location, and date range filters.

  1. This report will allow you to see the specific revenue generated by each membership offered during a specific time period.
  2. The Revenue by Membership report’s data can be leveraged in order to see what particular memberships and their specific payment plans are selling well as opposed to other ones.
  3. Filtering this report by the Payment Due filter will also allow for the viewing of revenue generated during specific time periods.

The Revenue by Membership report will reflect net revenue for any invoices that are paid for and due during the given Payment Due date range of the report.  For example, filtering the report by the Payment Due range being This Month, you will be given net revenue sums for each membership invoice that has the status of Paid and its Due Date is dated during the given month.

  

Note: This report will populate based on the membership’s invoice due date and not when the invoice’s transaction took place and was paid. 

 

Revenue by Payment Method

The Revenue by Payment Method report will give you a sum of revenue for each payment method. In this report, you will only see used store credit, not all purchased store credit. This report can be filtered by the Payment Due Date.

 

Note: This report will show revenue based on the Payment Due Date, not the date payment was collected.

 

Revenue by Product

The Revenue by Product report a list of all product sales over a chosen amount of time, based on the invoice due date (not the date of transaction).

  1. This report lists the location, type, vendor, units sold, and net revenue of each product. It also sums your net revenue for all products sold and generates a chart of gross revenue by product.
  2. Those who are looking to see how much revenue their retail products are generating should refer to this report.  
    • Each product will display the number of units sold and the total net revenue collected as a result during a given time frame.  
    • The report’s Date Range can be filtered down further to show revenue collected during a more specific time period if needed. 
  3. The Revenue by Product report will calculate a sum of all revenue collected from paid invoices during a given time period (for example; This Month).  This report will not include sums from invoices that are Unpaid, Voided, Refunded, or Partially Refunded. 

Note: This report will include historical data of revenue collected and the number of units the item sold from products that may have been deleted from Wodify in the past.  While the product may no longer be accessible in your Wodify environment, its historical revenue data will be maintained. 

 

Revenue by Revenue Category

The Revenue by Revenue Category report provides a list of all revenue by its designated revenue category based on the due date of invoices (not the date of transaction). You can filter this report by product, location, and date range. Total net revenue and quantity of line items will also be displayed.

  1. In addition to viewing a total net revenue, the Revenue by Revenue Category report will provide an admin with a total quantity of items sold for a given revenue category.
  2. This report includes counts of revenue collected for individual membership fees, items sold through the Wodify point of sale, Drop-Ins, or any custom revenue categories an admin has created. 
  3. The Revenue by Revenue Category report will calculate a sum of all revenue collected from paid invoices during a given time period (for example; This Month) and sort it by their particular revenue category.  
  4. This report will not include sums from invoices that are Unpaid, Voided, Refunded, or Partially Refunded. 

Note: If you are looking for more information regarding when an invoice was closed out and paid for, please refer to the Transaction History report.

 

Note: This report will include historical data of revenue collected and the number of units sold from products or memberships that may have been deleted from Wodify in the past.  While the product may no longer be accessible in your Wodify environment, its historical revenue data will be maintained. 

Additional Exporting information

Exporting the 'Revenue by Revenue Category' report to a spreadsheet will provide a detailed list of invoices during the chosen time period (for example This Month).  The column headers will include:

  • Revenue
  • Location
  • Invoice Number
  • Payment Due Date
  • Client Name
  • Product Name
  • Payment Account Source Name (Bank Account, Credit Card, Cash, or Check)
  • Net Revenue
  • Sales Tax (if any)
  • Gross Revenue

 

Revenue By Staff

The Revenue by Staff report shows you how many invoices were closed by each of your staff members at any/all of your locations and the total revenue of these invoices. This report generates a chart of revenue by staff based on staff members, location, and date range filters.

  1. This report can be leveraged in the event that there are any commission-based incentives set in place for your staff members.
  2. Since the Revenue by Staff shows a total count of invoices and their total net revenue collected for a given time period, this is a good point of reference to see how staff members are performing and how much revenue they have been able to generate.
  3. The Revenue by Staff report will calculate a sum of all revenue collected from paid invoices during a given time period (for example; This Month).
  4. The report will then break down the sums further by the Admin, Manager, or Coach Wodify account that created the sale.  
  5. This report will not include sums from invoices that are Unpaid, Voided, Refunded, or Partially Refunded.  

Note: This report takes into account memberships added and retail products sold by an Admin, Manager, or Coach. This will only be accurate if each Admin, Manager, or Coach performs actions while signed in to their own Wodify account. If you use one account for all coaches to share this report will not be accurate.

 

Tax Summary

The Tax Summary report will provide a chart of total taxes collected by month. This report will reflect based on the Payment Due Date of invoices (not the transaction date). This report can be filtered by a custom date range.

 

Transaction History

The Transaction History report is the best report for reconciling your merchant service statements. The Transaction History report provides a list of all transactions that have occurred based on the date the transaction was processed in the time frame selected at the top of the page. 

This report displays:

  • Transaction date
  • Name of the client charged
  • Payment method used
  • Transaction amount
  • Whether the payment has settled
  • Invoice number

This report can be filtered by client or transaction date. You can also search this report by the last 4 digits of the payment method used.

You can export this report to a spreadsheet to help with your reconciliation by clicking the Export button at the top of the page. 

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Important for GoEMerchant Merchants:  ACH deposits between the hours of 12:00 PM and 4:00 PM are batched together.  Retail and MOTO transactions are all batched together by 1:00 AM EST.  Any additional revenue collected after 4:00 PM will be reconciled into the next batch deposit.  Please note that this window of batch depositing can be altered, if you desire, by contacting GoEMerchant directly. For more information on managing your goEmerchant account and Wodify, check out our Wodify - goEmerchant Q&A video series.

 

When viewing an invoice in Wodify, you can see the transaction history of the specific invoice by clicking the magnifying glass icon next to the Invoice Status. This will show you all transaction attempts on the invoice. 

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Unused Store Credit

The Unused Store Credit report will provide a list of outstanding credit owed to your clients. This is good for keeping track of how much you owe your clients in Goods and Services that you have already collected payment on. This report can be filtered to show both active and inactive clients or only active clients. 

 

Used Store Credit

The Used Store Credit report will provide a list of redeemed store credit purchases. This report is important for keeping track of your revenue on purchases made using a store credit. This will also remove the store credit as a liability for accounting purposes. This report can be filtered by date range. 

 

Value of Each Client

The Value of Each Client report will provide a list of clients and the sum of all money collected by that client. This report will show the lifetime value of the client, along with the sum collected in the past 3 months. This report can be filtered to show all clients or only active clients. It can also be filtered to include Unpaid invoice status.  

 

Related Information & Articles:

Wodify Blueprint Courses:

 

 

If you have any further questions about Financial Reporting, reach out to our team at support@wodify.com

 

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