The kinds of transaction
| Kind | What it is |
|---|---|
| Charge | A bill: money a student owes, from a lesson or added by hand |
| Payment | Money you received |
| Refund | Money you returned to a payer |
| Credit | Goodwill that lowers what an account owes on a bill |
| Expense | A cost your studio paid out |
| Void | A cancellation of another transaction |
What you can change
The record stays accurate by keeping money that has moved permanent, and letting you correct it with a new transaction instead of editing the old one.| Transaction | Editable or deletable? |
|---|---|
| An open charge or expense | Yes, while it’s still open: not paid, not on a sent invoice, not voided |
| A paid charge, or one on a sent invoice | No. Correct it with a void or a refund |
| A payment, refund, or void | No. These are permanent records of money that moved |
- Void cancels a charge or payment you no longer want, and leaves a record that it was cancelled.
- Cancel & refund voids a paid charge and returns the money.
- A refund returns money a payer has put in. See Issue a refund.
The Summary bar
The Summary bar sits on top of the screen. Pick a timeframe, Past Week, Past Month, or Past Year, to scope the figures. Every metric except Outstanding updates with it.| Metric | What it measures |
|---|---|
| Gross Revenue | Total billed in the timeframe |
| Collected Revenue | Payments received in the timeframe, minus refunds |
| Total Expenses | Expenses recorded in the timeframe |
| Net Profit | Collected Revenue minus Total Expenses |
| Outstanding | What’s still owed across every unpaid charge. An all-time figure, unaffected by the timeframe |
The list
Each row is one transaction:| Column | What it shows |
|---|---|
| Type | An icon for the kind: Charge, Payment, Refund, Credit, Expense, or Void |
| Date | When it was recorded |
| Service Date | When it actually happened: the lesson date, or the day you took a payment |
| Description | What it’s for |
| Category | Its income or expense category |
| Source | How it was created: Lesson, Calendar, Manual, Invoice Line, or Stripe |
| Amount | The amount (see below) |
| Status | For a charge, whether it’s paid. Other kinds show a dash |
| Student | The student it’s for, if any |
Find a transaction
- The tabs above the list filter it: All, Charges, or Expenses.
- Search transactions filters by description, student, category, or amount.
Add a transaction
Click Add Transaction to record one by hand:- Charge: a one-off amount a student owes, like a recital fee or a book.
- Expense: a studio cost, with a tax category and an optional receipt. See Track expenses.
Act on a transaction
Open a row’s … menu for the actions that apply to it: Record Payment, Edit, Void, Delete, or Cancel & refund. See Record a payment, Manage invoices for voiding, and Issue a refund.The Transactions screen is the live record. To export it to CSV or PDF, or to build a Profit & Loss statement, use Reports.