Payment Dashboard - Comprehensive Feature Guide

    Payment Dashboard - Comprehensive Feature Guide

    Category: Organiser

    Overview

    Horsify does not have a single combined "payment dashboard". Instead, your financial tools are split across two dedicated pages under the Finances menu, plus a set of revenue figures on the Analytics page:

    • Payment Management — every individual payment (and refund) across your organisation's events, memberships, bookings and store orders.
    • Invoice Management — the tax invoices and receipts generated for those payments, with tools to mark them paid, write them off, or delete them.
    • Analytics — organisation-wide revenue totals, a revenue-by-month chart, and a payment-method breakdown.

    Together these give you visibility of what has been paid, what is outstanding, and how to handle refunds, cancellations and write-offs.

    Who Can Use This Feature

    • Organisation admins can view and act on all payments and invoices for their organisation.
    • You need a connected Stripe account to take card payments, though cash, bank transfer and cheque payments can also be recorded.
    • If you belong to more than one organisation, each finance page has an organisation selector at the top — choose the organisation you want to view.

    How to Access

    Open the Finances menu in the organiser navigation. It contains:

    • Stripe Connect — connect and manage your Stripe payout account
    • Invoices & Receipts — the Invoice Management page
    • Payment Transactions — the Payment Management page
    • Subscription — your Horsify plan

    Payment Management

    Finances → Payment Transactions

    This page lists every payment recorded for your organisation. The heading reads Payment Management.

    Status tabs

    Payments are grouped into tabs, each showing a count:

    • All
    • Completed
    • Pending
    • Failed
    • Cancelled
    • Refunded

    Filters

    • Search — by reference or payer name
    • From Date / To Date — restrict to a date range
    • Payment Method — All Methods, Stripe, Cash, Bank Transfer, Cheque, or Other
    • Sort By — date (newest or oldest first) or amount (high or low first)

    Active filters appear as removable chips, with a Clear All option.

    The payment list

    Each row shows the payment date, amount (with any refunded amount noted beneath), method, status, reference, payer, linked invoice, and linked event. Click a row, or the View button, to open the payment detail panel.

    Payment detail panel

    The slide-out panel shows the full breakdown: status, payment type, date, method, amount paid, any Stripe fee, any refunded amount and reason, payer details, transaction references, and the related invoice and event.

    From the panel you can:

    • Print Receipt — open a printable receipt
    • Download — save the receipt as a PDF
    • Email Receipt — send the receipt to the payer
    • Cancel Payment — available for eligible payments (see below)
    • Reverse Payment — issue a refund (see below)

    Reversing (refunding) a payment

    Click Reverse Payment to refund a payment. A short form appears asking for a reason for reversal, which is a free-text box (required). This reverses the full payment amount, marks the payment as Refunded, and — for Stripe payments — sends the refund back to the payer's original card.

    There is no partial-refund entry and no bulk refund tool: refunds are processed one payment at a time.

    Cancelling a payment

    For eligible payments (for example, a manually recorded payment that was never actually collected), Cancel Payment marks the payment as cancelled. You enter a free-text reason and confirm. This does not move any money — it simply records that the payment did not stand.

    Payment Statuses

    • Completed — the payment was successfully processed.
    • Pending — the payment is awaiting completion (for example an unpaid invoice, or a bank transfer not yet recorded).
    • Failed — the payment attempt did not succeed.
    • Cancelled — the payment was cancelled and no funds stand against it.
    • Refunded — the payment was reversed and the funds returned to the payer.

    Invoice Management

    Finances → Invoices & Receipts

    This page lists the invoices generated for your organisation. The heading reads Invoice Management.

    Status chips

    • All
    • Outstanding
    • Paid
    • Overdue
    • Cancelled
    • Written Off
    • Credits — club credit granted to members (where enabled)

    Invoice actions

    Open an invoice to see its detail panel. Depending on the invoice's status you can:

    • Print Invoice
    • Download — save the invoice as a PDF
    • Email Invoice — send the invoice to the customer
    • Mark as Paid — record a payment received outside Stripe. You enter the amount received, choose a payment type (Cash, Bank Transfer, Cheque, EFTPOS or Other), and add optional notes.
    • Write Off — mark an uncollectable invoice as bad debt, with a free-text reason.
    • Delete Invoice — remove an invoice, with a free-text reason. If the invoice already has a payment against it, you must remove or refund that payment first.

    For more detail on invoice numbering and formats, see Tax Invoices & Receipts. For the difference between writing off and deleting, see Invoice Write-Off & Deletion.

    Revenue Figures on the Analytics Page

    Analytics (in the organiser navigation) shows organisation-wide financial figures for a date range you choose:

    • Summary cards for Revenue, Refunds, Active Members, Registrations, Event Payments, Membership Payments, Stripe Fees, and Upcoming Events.
    • A Revenue by Month chart with separate lines for events and memberships.
    • An Event Payments by Method table showing the count and total for each payment method.
    • Breakdown tables for membership status, events, registrations and refunds.

    This is the closest thing to an at-a-glance revenue overview. It is organisation-wide (not per-event).

    Tips & Best Practices

    • Reconcile against Stripe. Your Stripe account holds the definitive record of card settlements and payouts. Use the Payment Management list and the Analytics figures to cross-check.
    • Record offline payments promptly. When you receive cash, a cheque or a bank transfer, use Mark as Paid on the relevant invoice so your totals stay accurate.
    • Document refunds and cancellations. The reason you type is stored with the payment, so keep it clear and specific.
    • Write off, don't delete, uncollectable debt. Writing off keeps a record of the invoice; deleting removes it.

    Common Questions

    A payment has been Pending for a while — what should I do? Check whether it is an unpaid invoice (the customer never completed checkout) or an offline payment you have not yet recorded. For an unpaid Stripe checkout, you can resend the payment link; for cash or bank transfer, use Mark as Paid on the invoice.

    A refund isn't showing yet. Card refunds are returned by Stripe and can take several business days to reach the payer's statement. The payment's status changes to Refunded immediately in Horsify.

    Can I export all transactions to a spreadsheet or accounting package? Not from these pages. You can download individual invoices and receipts as PDFs, and read the totals on the Analytics page. Detailed transaction and payout exports are available in your Stripe dashboard.

    Related Features

    Support & Resources

    Need help? Contact support@horsify.com.au.\n\n---\n\nSource: wiki/features/PAYMENT_DASHBOARD.md \nLast synced: 2026-07-19 22:03:06 UTC

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