Payment Dashboard - Comprehensive Feature Guide

    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

    • Admins, and staff with Finances access. At View they can see payments, invoices and the Analytics revenue figures; Manage also lets them record, refund, cancel, write off and email. The Payments (Stripe account) and Subscription pages are for admins only. See Staff Access.
    • 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, choose the one you want under Switch in the Organiser menu; the finance pages follow the organisation you switch to.

    How to Access

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

    • Analytics: revenue figures for your organisation (see below)
    • Payments: connect and manage your Stripe payout account (admins only)
    • Invoices & Receipts: the Invoice Management page
    • Transactions: the Payment Management page
    • Xero: send your invoices and payments to your own Xero organisation (admins only). Included in Club Site Premium; on the Basic, Club Site, Instructor and Riding School plans the page offers the Xero add-on. See Subscription Management.
    • Subscription: your Horsify plan (admins only)

    Payment Management

    Finances → 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 fee that was added on top for the payer, 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). Shown for a completed payment that still has money left to refund, including one already partly refunded; a payment made with club credit is reversed through the club credit ledger instead

    Reversing (refunding) a payment

    Click Reverse Payment and fill in the form:

    • Refund amount (required): refund the whole payment or part of it, up to what is left of it. If part of the payment has already been refunded (for example when a class was scratched with a refund), the form shows how much has gone back and how much is left to refund. After a partial refund the payment shows as partly refunded, and you can use Reverse Payment again to refund the rest.
    • How the refund is being made: choose one:
      • Original payment method: for a card payment, this reverses the Stripe charge and the money goes back to the payer's card
      • Bank transfer, Cash or Cheque: you're paying them back yourself and recording it here
      • Club credit: issue the amount as credit for the rider to spend with your club instead of returning money. Offered for event entry payments only
      • Other
    • Reference (optional): a bank transfer reference or cheque number, for your own records
    • Reason (required): free text, stored with the payment

    Only the Original payment method option moves money through Stripe. The others record a refund you're settling another way, so the payment's status and your totals stay right even when the money doesn't travel through Horsify.

    There's no bulk refund tool; refunds are processed one payment at a time.

    Cancelling a payment

    For a payment that is still Pending (for example, a checkout the payer never finished), 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.
    • Partially refunded: part of the payment was returned.

    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.
      • A short amount is treated as a part payment, not a settlement. Take $40 on a $100 entry and Horsify records the 40, leaves * *60 owing** and keeps the entry unpaid; the fee itself is never reduced, and the invoice stays billed at $100 and shows as partly paid rather than paid in full.
      • Top up later from the same button. When you take the rest, the dialog opens on the balance still owing rather than the whole fee, and recording it settles the entry.
      • A member's club credit can be used as the tender, on its own or alongside cash for the remainder.
    • Write Off: mark an uncollectable invoice as bad debt, with a free-text reason.
    • Waive Balance: clear a small remainder on an invoice that's mostly paid (a leftover card surcharge after a bank-transfer settlement, typically), recorded as a partial write-off.
    • 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.

    Exporting invoices and receipts

    Export sits at the top of both the Invoices and the Payments page, and opens the same dialog either way; the difference is only which dataset starts ticked. Use it to hand your treasurer or bookkeeper a period rather than saving invoices one PDF at a time.

    What you choose

    • From and To dates. Both are required, and the range can be up to 400 days: a financial year fits, a longer span has to be exported in parts. The dialog opens on the last 90 days, or on the dates you already had the page filtered to.
    • What to include. Invoices gives one row per invoice, with what has been paid and what is still owing. Payments and receipts gives one row per payment taken, with refunds netted off. Tick both and an Excel workbook carries a worksheet each.
    • Statuses. Tick the ones you want. Ticking none exports every status, so a cancelled or written-off record still appears in the audit trail.
    • Columns. Every column is a tick box, with sensible ones already ticked. Select all and Reset are there for the whole list.
    • File format. Excel for a treasurer who will open and total it: amounts arrive as numbers with a filter row on top, not as text. CSV for feeding another system. A CSV holds one table, so it carries invoices or receipts, not both.

    The Xero layout

    Switch Layout to Xero sales invoices import and the file comes out in Xero's own layout instead of yours: a fixed header row Xero recognises, one line per invoice.

    • It is invoices only and always a CSV, because Xero takes payments through a separate import.
    • Choose "Tax Exclusive" when you import it. The amount on each line is the GST-exclusive subtotal, with the GST stated beside it. Importing it as Tax Inclusive posts the GST twice.
    • The account code is yours to supply. Type your revenue account code into the dialog and every line carries it. Leave it blank and Xero asks for one at import; Horsify does not know your chart of accounts and will not guess it.
    • Cancelled, written-off and draft invoices are left out, because Xero would post them as money owed. They are still in the standard layout, which is what to use for reconciling your own register.

    Notes

    • Dates are your organisation's own calendar days, not UTC, so an evening entry stays on the day it was taken.
    • Amounts are in your organisation's currency, which the file states in a column of its own. Nothing is converted.
    • Balance owing matches the Invoices page exactly: it is the same calculation, so a figure you query in the file can be traced back to the invoice on screen.
    • The GST rate column states the rate that invoice charged, not your market's rate today.
    • One export carries at most 10,000 records. Over that, narrow the dates or untick a status.

    Revenue Figures on the Analytics Page

    Finances → Analytics shows organisation-wide financial figures for a date range you choose:

    • Summary cards for Revenue, Refunds and Active Members, plus event, membership and booking cards depending on what your organisation runs, including Fees passed to payers, shown only when you add a fee on top of your prices (it is what payers paid, not what Stripe charged you).
    • A Revenue by Month stacked column chart, split between events, memberships and bookings.
    • An Event Payments by Method table showing the count and total for each payment method.
    • Breakdown tables for membership status, events, registrations and refunds.

    Fees passed to payers is not what Stripe charged you: it totals the fee added on top for payers, so it doesn't appear at all if your club absorbs the fee. See Analytics for the detail, and use your Stripe dashboard for your actual processing costs.

    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 in Horsify immediately.

    Can I refund only part of a payment? Yes, enter the amount you want to return in the Refund amount field. If you need to return more later, open the payment again: Reverse Payment stays available until the whole payment has been refunded, and the form shows how much is left.

    Can I give club credit instead of money back? Yes, for an event entry payment: choose Club credit as the refund method and the amount is issued to the rider as credit to spend with your club. It isn't offered when reversing any other payment, such as a membership or a booking.

    Can I export all transactions to a spreadsheet or accounting package? Yes, Export, at the top of either the Invoices or the Payments page. See Exporting invoices and receipts below. For your actual Stripe processing costs and payout reconciliation, your Stripe dashboard is still the better source.

    Does the export talk to Xero directly? No. It produces a file in Xero's own Sales Invoices import layout, which you upload to Xero yourself. For a live connection, use Finances → Xero (included in Club Site Premium, or the Xero add-on on the Basic, Club Site, Instructor and Riding School plans), which sends each invoice and its payments as they happen. There is no connection to MYOB or QuickBooks, and nothing in Horsify changes when you change something in your accounting software.

    Related Features

    Support & Resources

    Need help? Contact support@horsify.com.au.\n\n---\n\nSource: wiki/features/PAYMENT_DASHBOARD.md \nLast synced: 2026-10-21 13:11:59 UTC

    Tags
    export invoices payments refunds xero club organisers event organisers riding schools
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