Billing, Collections, and Deposits Report
This article explains how the Billing, Collections, and Deposit Report helps fitness businesses track the complete flow of revenue from billing to bank deposits. Use this report to view billed amounts, collected payments, outstanding balances, and deposited funds for a single center.
Overview
The Billing, Collections, and Deposit Report helps fitness businesses understand the complete flow of money from billing to deposits. The report provides clear visibility into billed amounts, collected payments, outstanding balances, and deposited funds in one place.
Use this report to reconcile transactions, identify gaps between collections and deposits, and ensure accurate cash accounting across payment methods.
To access the report:
Navigate to Reports > Finance > Accounting.
Select Billing, Collections, and Deposit Report.
Alternatively, search for Billing, Collections, and Deposit Report using the search bar on the Reports page.
Note
This is a center-level report that lets you view data for one center at a time.
Filters
Center Name
Group By Item type: Filters the data at the item type level.
Group by Business Unit: Filters the data at the Business Unit level.
Date Range
Report components
The Billing, Collections, and Deposit Report includes six components.
Summary
This section provides a consolidated view of membership billing, collections, deposits, and point-of-sale (POS) revenue activity for the selected center and reporting period. Use this section to track scheduled dues, collected payments, deposited amounts, and membership changes.
Column descriptions
Column Name | Description |
|---|---|
Center Name | Name of the selected center. |
Center Code | Unique code assigned to the center. |
Gross Membership Dues for the Month | Total value of recurring membership invoices scheduled within the selected date range. |
Total Membership Dues Collected | Total amount collected from gross membership dues within the selected date range. |
Total Membership Dues Deposited | Total amount deposited from collected membership dues within the selected date range. |
Membership Dues Collected Automatically | Amount automatically collected from recurring membership invoices scheduled within the selected date range. |
Membership Dues Collected Manually | Amount manually collected from membership sale invoices. |
Total Invoice Value Collected from Membership Sales | Total amount collected from membership sale invoices. |
Total New Members Added | Number of membership sale invoices closed within the selected date range. |
Other Membership Fees Scheduled (Sales and EFTs) | Total value of other membership-related fees created within the selected date range, such as freeze fee, cancel fee, buyout fee, setup fee, or annual fee. |
Other Membership Fees Collected (Sales and EFTs) | Total amount collected from other membership-related fee invoices. |
Other Membership Fees Deposited (Sales and EFTs) | Total amount deposited from collections related to other membership fees. |
Total Paid in Full Memberships Scheduled | Number of paid-in-full (non-recurring) memberships with invoices created within the selected date range. |
Total Paid in Full Memberships Closed | Number of paid-in-full memberships collected within the selected date range. |
Total Paid in Full Memberships Deposited | Total amount deposited from collected paid-in-full membership invoices. |
Total POS Collections (Excluding Memberships) | Total value of point-of-sale invoices created within the selected date range that are not related to memberships. |
Total POS Collections Collected (Excluding Memberships) | Total amount collected from point-of-sale invoices created within the selected date range. |
Total POS Collections Deposited (Excluding Memberships) | Total amount deposited from collected point-of-sale invoices. |
Pending Amount to be Collected | Total outstanding amount pending collection for invoices created within the selected date range. |
Lost Membership Related Collections | Total recurring electronic funds transfer amount lost due to membership cancellations within the selected date range. |
Lost Members | Number of members who cancelled their membership within the selected date range. |
Total Active Memberships at End of Period | Number of active memberships at the end of the selected date range. |
Total Membership Collections Collected through Direct Debit | Total membership collections received through direct debit or check. |
Total Membership Collections Collected through Card | Total membership collections received through card payments. |
Amount to be Deposited | Total amount pending deposit for collections related to invoices created within the selected date range. |
Sales Breakdown by Category
This section provides a consolidated view of how sales are recorded across different collection types. The table summarizes amounts collected through cash, direct bank transfers, manual collections, and automatic collections. It also includes pending dues and associated financial components such as tips, taxes, refunds, and disputes. Use this section to understand the source, status, and distribution of sales for accurate financial tracking and reconciliation.
Column Names | Description |
|---|---|
Sales Exc.Tax | Total payments applied to invoice items, excluding tax. |
Tax | Total tax amount collected on deposited invoices within the selected date range. |
Sales Inc.Tax | Net sales amount, including tax. |
Other Fees | Total amount from donations, service charges, and SSG. |
Tips | Total tips collected within the selected date range. |
Cash Collections | Total collections received through payment methods other than cash, card, and direct debit. |
Direct Bank Collections | Total collections received through online payment methods, including credit cards, debit cards, and direct debit. |
Direct Bank- Manual Collections | Total collections manually processed using card or direct debit and deposited directly into the bank. |
Direct Bank Automatic Collections | Total collections automatically processed by the system using card or direct debit and deposited directly into the bank. |
Pending Dues | Total amount pending collection from invoices issued within the selected date range. |
Processing Fee | Total processing fees charged for collections processed within the selected date range. |
Deposits | Total amount deposited into the bank for invoices generated within the selected date range. |
Refunds | Total amount refunded from deposited invoices created within the selected date range. |
Disputes | Total amount under dispute from deposits received within the selected date range. |
Collections Breakdown by Payment Method
This section provides a detailed summary of all payments collected during the selected reporting period, grouped by payment method, such as credit card, cash, or custom payments.
Use this section to understand:
How much revenue was collected through each payment method
The number of transactions processed
Taxes, additional fees, or processing charges applied
The expected deposit amount after adjustments
Column descriptions
Column Name | Description |
|---|---|
Transactions | Number of transactions that resulted in deposits within the selected date range. |
Sales Exc.Tax | Total payments applied to invoice items, excluding tax. |
Tax | Total tax amount collected on deposited invoices within the selected date range. |
Other Fees | Total amount from donations, service charges, and SSG. |
Collections | Net sales amount collected through the payment method. |
Processing Fees | Fees charged by payment processors for processing transactions. |
Expected Deposits | Total amount expected to be deposited into the bank for invoices generated within the selected date range. |
Refunds | Total amount refunded from deposits received within the selected date range. |
Disputes | Total amount under dispute from deposits received within the selected date range. |
Net Deposits (Plus Adjustments) | Net deposit amount calculated as total deposits minus amounts lost to disputes, reversals, and refunds. |
Collections Breakdown by Category
This section provides a detailed view of collections by category, including both in-period and out-of-period transactions.
Column descriptions
Column Name | Description |
|---|---|
Sales Exc.Tax | Total payments applied to invoice items, excluding tax. |
Tax | Total tax amount collected on deposited invoices within the selected date range. |
Sales Inc.Tax | Net sales amount, including tax. |
Other Fees | Total amount from donations, service charges, and SSG. |
Tips | Total tips collected within the selected date range. |
Collections From In-Period Sales | Total collections received during the period from sales made in the same period. |
Collections From In-Period Sales (Manual Collections) | Collections received during the period from same-period sales collected manually. |
Collections From In-Period Sales (Automatic Collections) | Collections received during the period from same-period sales collected automatically by the system. |
Collections From Out-Of-Period Sales | Total collections received during the period from sales made in previous periods. |
Collections From Out-Of-Period Sales (Manual Collections) | Collections received during the period from prior-period sales collected manually. |
Collections From Out-Of-Period Sales (Automatic Collections) | Collections received during the period from prior-period sales collected automatically by the system. |
Cash Collections | Total collections received in cash. |
Other Collections | Total collections received through payment methods other than cash, card, and direct debit. |
Direct Bank Collections | Total collections received through card and direct debit. |
Refunds | Total refund amounts processed during the selected period. |
Collections From Out-Of-Period Sales (Automatic Collections): Collections received during the period from prior-period sales collected automatically by the system.
Cash Collections: Total collections received in cash.
Other Collections: Total collections received through payment methods other than cash, card, and direct debit.
Direct Bank Collections: Total collections received through card and direct debit.
Refunds: Total refund amounts processed during the selected period.
Deductions
This section shows amounts deducted from collections during the selected reporting period. These deductions reduce the final deposit amount and explain differences between collected amounts and deposited amounts.
Common deduction types include chargebacks, chargeback fees, chargeback reversals, refunds, returned payments, and reversals.
Deposit Breakdown by Category
This section provides a detailed view of deposited amounts grouped by business unit and sales category.
Column Definitions
Column Name | Description |
|---|---|
Business Unit | Business unit under which transactions and deposits are recorded. |
Transactions | Total number of transactions included for the business unit within the selected date range. |
Sales Exc.Tax | Total sales amount excluding tax. |
Tax | Total tax amount associated with sales. |
Collections | Total amount collected from customers before deductions. |
Processing Fee | Total payment processing fees deducted from collections. |
Refunds | Total amount refunded to customers during the selected reporting period. |
Disputes | Total amount under dispute, such as chargebacks. |
Deposits – In-Period Sales | Deposits related to sales that occurred within the selected reporting period. |
Deposits – In-Period Sales (Auto Collected) | Portion of in-period deposits collected automatically, such as system-initiated or recurring payments. |
Deposits – In-Period Sales (Manual Collected) | Portion of in-period deposits collected manually by staff. |
Deposits – Out-Of-Period Sales | Deposits related to sales that occurred outside the selected reporting period but were deposited within it. |
Deposits – Out-Of-Period Sales (Auto Collected) | Portion of out-of-period deposits collected automatically. |
Deposits – Out-Of-Period Sales (Manual Collected) | Portion of out-of-period deposits collected manually. |
Total Deposits | Final deposited amount after accounting for processing fees, refunds, and disputes. |