Finance and Fundraising¶
Reports, bills, gift cards, donations with Gift Aid, and fundraisers. These screens are open to the Finance, Admin and Superadmin roles.
Reports¶
Reports (/admin/reports/summary) has six views, switched from the bar under the page title:
| View | What it answers |
|---|---|
| Sales summary | Revenue by month for a calendar year, from orders and subscription invoices, with customer counts. |
| Year on year | A UK tax year (6 April to 5 April) against the one before. |
| Top products | Your best sellers by revenue over the last five tax years, with each product's share. Product names link to the product. |
| Sales by line item | One row per product sold, with Gift Aid status and customer details, for a date range. |
| Gift Aid | What can be claimed from HMRC for a tax year. |
| Recurring revenue | MRR, churn and subscription health. Shows a prompt instead of empty tables when there are no subscriptions yet. |
Notes:
- Figures are worked out ahead of time and refreshed overnight. If a recent order or donation is missing, use Refresh figures at the bottom of the page. On the sales summary this refreshes every month of the year that has started.
- Revenue counts real (non-test) orders and paid subscription invoices.
- The customer counts on the sales summary add up each month's buyers, so a repeat buyer counts once per month they buy. If a year has orders but no customer figures, the page says they have not been calculated yet.
- Sales by line item has quick date ranges (this month, last month, this tax year...) and an Export to Excel menu. Large exports are prepared in the background and appear under Recent exports on the same page.
Bills¶
Bills (/admin/billPay/all) lists the bills you have sent customers to pay by link. Search by customer, email or bill title, filter by Unpaid, Part paid or Paid, and sort by customer, amount, status or date. Resend email sends the customer the bill again; the menu beside it opens the bill page or deletes the bill (with a confirmation).
New bill takes the bill (title, description, amount, due date), the customer (name and email), and optional part payments, which let the customer pay in several goes. Part payments need a whole number of pounds. You can attach a PDF, which the customer sees on the bill page.
Gift cards¶
Gift cards (/admin/giftcards/all) lists cards that have been bought or topped up, with balance, expiry and last update. Search by card number and filter by Has balance, Used up or Not active. A card's page shows its balance, status and transaction history. Revealing a card's PIN is limited to superadmins.
New gift card product sets up a product customers can buy: virtual, physical or top-up.
Donations and Gift Aid¶
Donations (/admin/donations) lists every donation with its Gift Aid and HMRC status.
- Views along the top, each with a count: All, Gift Aid, Pending HMRC, Submitted to HMRC, This tax year, HMRC adjustments and Needs fixing.
- Search by donor, campaign, reference or amount. Narrow by date range or campaign. The tiles above the list total the whole result, not just the page on screen.
- Export CSV downloads the same result for a spreadsheet (up to 50,000 rows). It leaves out donor addresses.
- Needs fixing lists Gift Aid donations held back from HMRC claims because a required detail is missing or invalid. Open one, correct the details, and it joins the next claim once the checks pass.
- HMRC adjustments lists donations refunded after tax was reclaimed, which HMRC expects you to adjust out of a later claim.
Related screens: Gift Aid declarations (the donor statements on record, searchable by name, postcode or email), HMRC submissions (each automatic run and the claims it sent, with retry for failed claims). While HMRC test mode is on, a warning shows on these screens: claims then go to HMRC's test service and are not real. See Gift Aid for how claims work.
Fundraisers¶
Fundraisers (/admin/fundraisers/list) lists pages supporters create to raise money. Tabs show how many are in each status; Needs review are waiting for you. Each row shows who started it, its status, how much it has raised against its target, and when it was requested. Search by name works within a status. Open one to review images, approve or reject it, edit the target, or end it.