Billing, Collections, and Deposits report
The Billing, Collections, and Deposits report is a comprehensive financial report that provides a unified view of your center's sales activity, payment collections, and bank deposit amounts within a selected date range. Finance teams, center managers, and business owners use this report to reconcile invoices, track collections by payment method, monitor deduction activity such as chargebacks and refunds, and verify deposit amounts at the bank level.
Use this report to:
Reconcile end-of-day, end-of-week, or end-of-month financial activity.
Verify the payment mix and review amounts collected in cash, card, and direct debit.
Identify outstanding invoice balances that remain uncollected.
Monitor deductions such as chargebacks, refunds, and reversals that affect bank deposit totals.
Reconcile Zenoti deposit data against bank statements.
Key Terms
The following terms are used throughout this article. Refer to this section for definitions when reviewing report data.
Invoice: A billing document generated in Zenoti when goods or services are sold to a guest. Invoices record what was sold, the amounts owed, and any associated tax.
Collection: A payment received against an invoice. A collection can be made in cash, by card, through direct debit, or via other accepted payment methods.
Deposits: The amount transferred from collected payments into the bank account after processing fees are deducted and refunds or chargebacks are applied.
Gross Deposits: The total amount deposited into the bank before refunds and deductions are subtracted. Calculated as Net Deposits + Refunds + Deductions (Refunds and Deductions are stored as negative values).
Net Deposits: The total amount deposited into the bank after refunds and deductions are applied.
Chargeback: A payment reversal initiated by a guest's bank or card issuer following a dispute. The disputed amount is deducted from the center's bank deposit.
Processing fee: A fee charged by the payment processor for handling a transaction. Processing fees are deducted from the gross deposit before funds are transferred to the bank.
Pending dues: The total outstanding unpaid amount on invoices at the time the report is generated. Pending dues are calculated in real time and change when a payment is received or when the report is refreshed.
Refund: An amount returned to a guest from a previous collection. Refunds are applied against collections and reduce the deposit amount for the period in which they are processed, provided the original collection had been deposited.
Reversal: A transaction that was voided or reversed before bank settlement was completed. The reversal removes the amount from the expected bank deposit.
Direct debit: An automated payment method where Zenoti collects funds directly from a guest's bank account using a pre-authorized mandate. Known as ACH (Automated Clearing House) in the United States, BACS in the United Kingdom, and SEPA Direct Debit in the European Union.
SSG fee: Service and Support Grant fee. A supplementary charge that may be applied to invoices alongside standard service charges and donations.
Access the report
At the organization or center level, click Reports.
Search for and select Billing, Collections, and Deposits Report.
Apply the required filters and click Refresh to load results.
Scroll horizontally within any section to view all columns.
Available Filters
Apply the following filters to narrow the data displayed across all sections of the report.
Filter | Options and values | Description |
Center Name | Single or multiple center selection. | Filters all report sections to display data for the selected center or centers. The options available depend on the centers your account has access to. Zenoti recommends selecting centers in the same region or business unit for meaningful financial comparison. |
Group By | Item Type or Business Unit. | Determines how data is grouped and controls the display names of three sections in the report. Select Item Type to group data by service, product, membership, or other item categories. The three affected sections display as Sales Overview by Item Type, Collections Overview by Item Type, and Deposits Overview by Item Type. Select Business Unit to group data by your center's internal business divisions. The three affected sections display as Sales Overview by Business Unit, Collections Overview by Business Unit, and Deposits Overview by Business Unit. This filter does not affect the Deductions in the Selected Date Range section. |
Date Range | Start date and end date entered using the calendar picker. | Defines the date period for which data is fetched across all four sections. Each section applies this date range differently. Refer to the individual section descriptions for details on whether the date range applies to invoice creation date, collection date, or deposit date. |
Show only collections within the selected date range | Checkbox. Selected or deselected. | Checkbox filter applied to the Sales Overview section. When selected, the collection columns only display payments received within the same date range as the invoices. When deselected, these columns display all payments received against invoices in the date range, regardless of when the payment itself was received. |
Report Structure
The Billing, Collections, and Deposits report is organized into four sections. Each section captures a distinct aspect of financial activity for the selected date range. The following table provides a quick reference for the contents of each section.
Section | Functionality |
Sales Overview by Item Type or Business Unit | Shows all invoices created within the selected date range, organized by item category. This is the revenue reporting view of the report. The data is anchored to the invoice creation date, meaning an invoice appears here based on when it was raised, not when payment was received. Use this section to review gross sales, tax collected, tips, and fees. Identify any invoices that still carry outstanding balances through the Pending Dues column. |
Collections Overview by Item Type or Business Unit | Shows all payments received within the selected date range, anchored to the payment date rather than the invoice date. Use this section for cash flow analysis and to understand how much of the period's cash receipts relate to prior period sales. Most useful for businesses following cash-based accounting. |
Deductions in the Selected Date Range | Shows all amounts deducted from bank deposits within the selected date range, including chargebacks, chargeback fees, refunds, returned payments, and payment reversals. Use this section to understand the gap between gross collections and net bank deposits. |
Deposits Overview by Item Type or Business Unit | Shows amounts deposited into the bank within the selected date range, organized by item category. Supports further breakdown of Net Deposits by sale date or by transaction type. Use this section as the final step in reconciling Zenoti data against the bank statement. |
Several columns across these sections are expandable. Click a column to expand it and view the breakdown. The expanded columns are color-coded for easy identification, helping you group similar or related columns visually.
Note
The Group By filter applies to the Sales Overview, Collections Overview, and Deposits Overview sections. Click the expand icon next to any Category row in those sections to view subcategory-level detail.
Sales Overview by Item Type or Business Unit
Sales Overview by Item Type or Business Unit
The Sales Overview by Item Type or Business Unit section is the sales and billing view of the report. It shows all invoices created within the selected date range, organized by item category. For businesses following accrual accounting, this section also serves as the revenue reporting view.
Key characteristics of this section:
Data is anchored to the invoice creation date. An invoice appears here based on when it was raised, regardless of whether payment has been collected.
Covers gross sales, tax collected, tips, fees, and the collection and deposit status of each invoice.
Invoices with outstanding balances appear with a non-zero value in the Pending Dues column.
Finance teams and center managers use this section for end-of-period sales summaries, tax reconciliation, commission calculations, and follow-up on outstanding dues.
Select the Show only collections within the selected date range checkbox in the section header to restrict the Collections and Deposits columns to activity that occurred within the selected date range only. When cleared, those columns show all collections and deposits against those invoices up to the report run date. The checkbox is cleared by default.
Default columns
The default view shows these columns in order: Category, Total Sales, Collections, Pending Dues, Processing Fee, Deposits, Disputes raised in the Date Range, and Refunds. Total Sales, Collections, Processing Fee, and Deposits are expandable.
Column descriptions
The following table describes the columns available in Sales Overview by Item Type or Business Unit.
Column name | Short description | Description |
Category | Displays the item category and its subcategories. | Shows the item category and its subcategories based on the Group By filter selection. Select Item Type to group data by services, products, memberships, and so on. Select Business Unit to group data by your center's internal divisions. Click the expand icon next to a category row to view subcategory level values. Each category row aggregates all values from its subcategories. |
Total Sales Expandable column | Shows the total value of all items billed in the selected date range. | Shows the combined total of Sales Exclusive of Tax, Tax, Other Fees, and Tips for all invoices created in the selected date range. Use this column for a single headline figure of everything billed in the period. Click the expand icon to view the five components. Expanding this column adds the following columns: Sales Exclusive of Tax, Tax, Sales Inclusive of Tax, Other Fees, and Tips. |
Sales Exclusive of Tax Expand: Total Sales | Shows the net revenue earned from sales, excluding tax. | Shows the total value of items sold during the selected date range, before tax is applied. This figure is net of any discounts and gift card payments applied to invoices. |
Tax Expand: Total Sales | Shows the total tax collected on invoices in the selected date range. | Shows the total tax collected on invoices created during the selected date range. The rate applied to each invoice depends on how items are configured in your center settings. |
Sales Inclusive of Tax Expand: Total Sales | Shows the gross revenue from sales, including tax. | Shows the total invoice value, including tax. Formula: Sales Inclusive of Tax = Sales Exclusive of Tax + Tax. |
Other Fees Expand: Total Sales | Shows additional charges applied to invoices beyond item pricing. | Shows donations, service charges, and SSG fees applied to invoices. These amounts are not included in Sales Exclusive of Tax or Sales Inclusive of Tax. |
Tips Expand: Total Sales | Shows the total tips collected on invoices in the selected date range. | Shows the total tips collected on invoices created in the selected date range. Tips are not included in Sales Exclusive of Tax. |
Collections Expandable column | Shows total payments received against invoices created in the selected date range. | Shows all collections received across all payment methods against invoices created in the selected date range, regardless of when the payment was received. Use this column alongside Pending Dues to understand how much of the period's sales have been collected to date. Expanding this column adds the following columns: Cash Collections, Other Collections, Direct Bank Collections. |
Cash Collections Expand: Collections | Shows the total amount collected in cash for invoices in the selected date range. | Shows the total cash received against invoices created in the selected date range. Use this column to verify cash receipts against your physical cash count at the end of each day. |
Other Collections Expand: Collections | Shows collections received through payment methods other than cash, card, or direct debit. | Shows collections received through wallet credits, gift card payments, and custom payment types. |
Direct Bank Collections Expand: Collections (further expandable) | Shows the total collections received through card and direct debit payment methods. | Shows the total amount collected through card and direct debit payment methods. Click the expand icon on this column for a further breakdown. Expanding by transaction type adds the following columns: Direct Debit, Card. Expanding by processing type adds the following columns: Direct bank manually collected, Direct bank Auto-collected. |
Direct Debit Expand: Direct Bank Collections > By transaction type | Shows the amount collected through direct debit mandates. | Shows the amount collected through direct debit mandates (ACH, BACS, or SEPA Direct Debit, depending on region) against invoices in the selected date range. Use this to reconcile against your direct debit processor statement. |
Card Expand: Direct Bank Collections > By transaction type | Shows the amount collected through card transactions. | Shows the amount collected through card transactions against invoices in the selected date range. Use this to reconcile against your card processor statement. |
Direct bank manually collected Expand: Direct Bank Collections > By processing type | Shows card and direct debit payments processed manually by staff. | Shows the portion of Direct Bank Collections processed manually by staff, for example, a receptionist entering a card payment at the counter. Includes retries initiated by staff when an automatic collection failed. |
Direct bank Auto-collected Expand: Direct Bank Collections > By processing type | Shows card and direct debit payments collected automatically by the system. | Shows the portion of Direct Bank Collections processed automatically by the Zenoti system using a saved card or direct debit mandate, for example, a recurring membership billing run. If an automatic collection fails and a staff member retries it manually, that retry is recorded as a manual collection, not in this column. |
Pending Dues | Shows the total outstanding unpaid amount on invoices in the selected date range. | Shows the total amount yet to be collected on invoices created in the selected date range. Includes invoices with no payment received and invoices that have been partially collected. The value reflects the remaining unpaid balance on each invoice, not the full invoice amount. Calculated in real time at the time the report is generated and changes when the report is refreshed. When the Show only collections within the selected date range checkbox is selected, this column displays zero because only fully collected invoices are included. |
Processing Fee Expandable column | Shows the fees charged by the payment processor for collections in the selected date range. | Shows the total payment processor fees for collections in the selected date range. Processing fees are deducted before funds are transferred to the bank. Applies to card and direct debit transactions only. Cash transactions carry no processing fee. Expanding this column adds the following columns: Fee charged on direct debit, Fee charged on card. |
Fee charged on direct debit Expand: Processing Fee | Shows processing fee on direct debit transactions. | Shows the processing fee charged on direct debit transactions in the selected date range. Deducted from the gross deposit before funds reach your bank account. Subset of the Processing Fee total. |
Fee charged on card Expand: Processing Fee | Shows processing fee on card transactions. | Shows the processing fee charged on card transactions in the selected date range. Deducted from the gross deposit before funds reach your bank account. Subset of the Processing Fee total. |
Deposits Expandable column | Shows the total gross amount deposited into the bank for invoices in the selected date range. | Shows the gross amount deposited into the bank for invoices created in the selected date range, calculated as bank collections minus processing fees. Refunds and disputes that reduce this figure are recorded on the date they are processed, which may fall outside the selected date range. Expanding this column adds the following columns: Deposited via direct debit, Deposited via card. |
Deposited via direct debit Expand: Deposits | Shows the amount deposited from direct debit transactions. | Shows the amount deposited into your bank account from direct debit transactions in the selected date range, after direct debit processing fees have been deducted. Should match the direct debit settlement line on your bank statement. |
Deposited via card Expand: Deposits | Shows the amount deposited from card transactions. | Shows the amount deposited into your bank account from card transactions in the selected date range, after card processing fees have been deducted. Should match the card settlement line on your bank statement. |
Disputes raised in the Date Range | Shows the total deposit amount currently under dispute for invoices in the selected date range. | Shows the total deposit amount under dispute for invoices created in the selected date range, including chargebacks. Disputes are recorded on their resolution date and may include prior period activity. |
Refunds | Shows the total amount refunded to guests from deposits in the selected date range. | Shows the total refund amount processed during the selected date range. Refunds are recorded on the date they are processed and apply to any sale invoice, regardless of when it was created. This value reduces the deposit amount for the period in which the refund is issued. |
Considerations
Group By replaces category rows entirely. Switching between Item Type and Business Unit changes the row structure completely. Totals from one grouping cannot be compared to totals from the other. Refresh the report after changing the filter.
Tips are excluded from Sales Exclusive of Tax. To report the full guest-facing billed amount, add the Tips column to Sales Inclusive of Tax. Other Fees, which include donations, service charges, and SSG fees, are also excluded from Sales Exclusive of Tax and Sales Inclusive of Tax.
Discounts and gift card payments are already applied. Sales Exclusive of Tax is net of any discounts and gift card payments applied to invoices. These amounts are not shown as separate line items on this report.
Refunds do not reverse sales. When a refund is processed, the Refunds column increases and the Deposits column decreases by the same amount. The Sales Exclusive of Tax and Tax columns are not affected because sales figures are recorded at the point of sale. For businesses on accrual accounting, a refund appears as a reduction in deposits rather than a reversal of recognized revenue.
Breakdown columns are subsets of parent totals. Do not add Direct Bank Collections together with its breakdown sub-columns. Do not add the processing fee together with the fee charged on direct debit and the fee charged on card. Do not add Deposits together with Deposited via direct debit and Deposited via card. Summing the parent and breakdown columns results in double-counting.
Tax values depend on item-level configuration in Zenoti. The rate applied to each invoice is determined by the tax settings per item category. Verify configuration if totals appear inconsistent with expected rates.
Collections Overview by Item Type or Business Unit
The Collections Overview by Item Type or Business Unit section is the cash flow view of the report. Unlike the Sales Overview section, which is anchored to the invoice creation date, this section is anchored to the date payment was actually received. It captures all payments received within the selected date range, regardless of when the underlying invoice was created.
This section is most useful for businesses following cash-based accounting, where revenue is recognized when payments are received rather than when invoices are created. If you follow accrual-based accounting, use the Sales Overview section instead.
Default columns
The default view shows these columns in order: Category, Total Collections, Deductions, Processing Fee, Net Deposits. Only Total Collections is expandable.
Column descriptions
The following table describes the columns available in Collections Overview by Item Type or Business Unit.
Column name | Short description | Description |
Category | Displays the item category and its subcategories. | Shows the item category and its subcategories based on the Group By filter selection. Click the expand icon next to a category row to view subcategory-level detail. |
Total Collections Expandable column | Shows the total amount collected in the selected date range for this category. | Aggregates all collections received in the selected date range for this item type or business unit, across all payment methods, and regardless of invoice creation date. Refunds issued within the same period are netted against this total and its breakdowns. Click the expand icon to choose a breakdown view. Expanding by Payment Type adds: Cash Collections, Other Collections, Direct Bank Collections. Expanding by Invoice Component adds: Collections Exclusive of Tax, Collections Inclusive of Tax, Tax, Other Fees, and Tips. Expanding by Split by Sale Period adds: Collections from Sales in Date Range, Collections for Sales prior to Date Range. |
Cash Collections Expand: Total Collections > By Payment Type | Shows total cash collected in the selected date range for this category. | Shows the total amount received in cash during the selected date range, regardless of invoice creation date. Cash refunds issued in the same period are netted against this figure. |
Other Collections Expand: Total Collections > By Payment Type | Shows collections via wallet, gift card, and custom methods. | Shows the total amount collected through payment methods such as wallet credits, gift card payments, and custom payment types during the selected date range, regardless of invoice creation date. Refunds issued against these payment methods in the same period are netted against this figure. |
Direct Bank Collections Expand: Total Collections > By Payment Type | Shows collections via card and direct debit for this category. | Shows the total amount received through card and direct debit payment methods during the selected date range, regardless of when the invoice was created. Refunds processed against these payment methods in the same period are netted against this figure. |
Collections Exclusive of Tax Expand: Total Collections > By Invoice Component | Shows collections received in this period, excluding tax. | Shows the collections received in the selected date range for this category, excluding the tax portion. May include payments for prior period invoices, because this section is anchored to the payment date. |
Collections Inclusive of Tax Expand: Total Collections > By Invoice Component | Shows gross collections, including tax. | Shows the total collected, including tax. Formula: Collections Inclusive of Tax = Collections Exclusive of Tax + Tax. |
Tax Expand: Total Collections > By Invoice Component | Shows the tax portion of collections in this period. | Shows the total tax portion of all payments received during the selected date range. May include tax from prior period invoices paid in the current period. |
Other Fees Expand: Total Collections > By Invoice Component | Shows additional charges collected in this period. | Shows the total of supplementary charges, including donations, service charges, and SSG fees collected during the period. |
Tips Expand: Total Collections > By Invoice Component | Shows tips collected in the selected date range. | Shows the total tip amounts collected during the selected date range, regardless of when the invoice was created. |
Collections from Sales in Date Range Expand: Total Collections > Split by Sale Period | Shows collections for invoices created in the same period. | Shows collections received for invoices created within the same date range. Parent total for the Manual and Automatic sub-columns. |
Manual Collections from Sales in Date Range Expand: Collections from Sales in Date Range | Shows in-period collections processed manually by staff. | Shows the portion of in-period collections processed manually by staff, for example, a card payment entered by a receptionist at the counter for a same-period invoice. Subset of the Collections from Sales in Date Range total. |
Automatic Collections from Sales in Date Range Expand: Collections from Sales in Date Range | Shows in-period collections processed automatically. | Shows the portion of in-period collections processed automatically by the Zenoti system, for example, a recurring membership billing run. If an automatic collection fails and a staff member retries it manually, that retry is recorded as a manual collection, not in this column. |
Collections for Sales prior to Date Range Expand: Total Collections > Split by Sale Period | Shows collections received for invoices created in a previous period. | Shows collections received for invoices created before the selected date range. Parent total for the Manual and Automatic sub-columns. |
Manual Collections for Sales prior to Date Range Expand: Collections for Sales prior to Date Range | Shows out-of-period collections processed manually by staff. | Shows the portion of out-of-period collections processed manually by staff. Subset of the Collections for Sales prior to the Date Range total. |
Automatic Collections for Sales prior to Date Range Expand: Collections for Sales prior to Date Range | Shows out-of-period collections processed automatically. | Shows the portion of out-of-period collections processed automatically by the Zenoti system. Subset of the Collections for Sales prior to the Date Range total. |
Deductions | Shows the total deductions applied against collections for this category. | Shows the total amount deducted from collections for this category in the selected date range, including chargebacks, chargeback fees, returned payments, and other deduction types. Previously named Disputes. Recorded on the resolution date and may include activity from prior periods. Matches the Deductions column in the Collections view of the Digital Payments report (V2) when transaction type is filtered to exclude Sale and Refund. |
Processing Fee | Shows the total processor fees charged for collections in this period. | Shows the total fees charged by the payment processor for all collections within the defined date range. |
Net Deposits | Shows deposits for this category, as of the report run date. | Shows the total amount deposited into the bank for collections received within the defined date range, as of the report run date. Collections happen within the selected date range; deposits are looked up as of today, not as of the end of the date range. |
Considerations
The Sales Overview section is anchored to the invoice creation date and is the correct view for sales reporting. This section is anchored to the payment received date and is the correct view for cash flow analysis. Out-of-period collections appear here but not in the Sales Overview section for the same date range, which is expected behavior.
Refunds are embedded in Total Collections. A standalone Refunds column is not shown in this section. When a refund is issued, its value is netted against the payment type used for the original collection (Cash Collections, Other Collections, or Direct Bank Collections) and flows up to Total Collections.
Cash Collections, Other Collections, and Direct Bank Collections are not split by invoice period. These columns capture all activity in the date range, regardless of when the invoice was created. There is no in-period or out-of-period breakdown for these payment types.
Net Deposits reflect deposits as of the report run date. The deposit position shown in this section is calculated at the time the report is run, not at the end of the selected date range.
Collections from Sales in Date Range and Collections for Sales prior to Date Range are parent totals. Their Manual and Automatic sub-columns are subsets. Do not add parent and sub-columns together when calculating totals, as this results in double-counting.
Deductions in the Selected Date Range
The Deductions in the Selected Date Range section shows all amounts subtracted from bank deposits within the selected date range. It explains the gap between the gross deposit amounts shown in other sections and the net amount that actually clears in the bank.
Key characteristics of this section:
Deductions arise from chargebacks, chargeback fees, refunds, payments returned by the guest's bank, and transaction reversals.
Deductions are recorded in Zenoti on the date they are resolved, not the date of the original transaction. Entries may therefore relate to transactions from prior periods.
Use this section to track the total financial impact of deductions, investigate chargeback patterns, verify whether disputed amounts have been reversed in your favor, and reconcile deposit shortfalls against the bank statement.
Column descriptions
The following table describes the columns available in Deductions in the Selected Date Range.
Column name | Short description | Description |
Description | Displays the category of deduction applied. | Shows the type of deduction processed. Possible values are Chargeback, Chargeback Fee, Chargeback Reversed, Refund, Returned Payment, and Payment Reversal. Refer to the deduction type definitions below for a full description of each value. |
Amount | Shows the monetary value of the deduction. | Shows the monetary amount of the deduction for the corresponding deduction type. Chargeback Reversed entries appear as positive values, indicating that funds were returned to your account following a successful dispute resolution. |
Deduction types
Deduction type | Description |
Chargeback | A payment reversal initiated by the guest's bank after a dispute. The full transaction amount is deducted from your deposit. |
Chargeback Fee | An administrative fee charged by the payment processor for handling a chargeback, separate from the disputed transaction amount. This fee is incurred regardless of whether the chargeback dispute is won or lost. |
Chargeback Reversed | A chargeback that was successfully contested and reversed in your favor, returning the original transaction amount to your account. A Chargeback Reversed entry offsets the corresponding Chargeback entry. |
Refund | An amount returned to the guest by the center, deducted from collected deposits. Refunds are recorded in the period they are processed and reduce the net deposit amount for that period. |
Returned Payment | A payment returned by the guest's bank due to insufficient funds, an invalid account number, or another rejection. The returned amount is deducted from your deposit. |
Payment Reversal | A transaction that was voided or reversed, typically before settlement is completed. Reversals may result from entry errors, duplicate transactions, or system corrections and produce a deduction from the expected deposit amount. |
Considerations
Chargeback Reversed does not remove the original Chargeback entry. Both entries appear as separate rows. To calculate the net financial impact, subtract the Chargeback Reversed amount from the Chargeback amount. When both appear in the same period, the net impact of that transaction on deposits may be zero.
A single transaction can generate multiple deduction rows. A disputed transaction produces both a Chargeback entry and a Chargeback Fee entry. Review all rows for a period to understand the full deduction impact rather than relying on any single row.
Deductions affect deposits, not collections. Deduction amounts are subtracted from what is transferred to the bank. They do not reverse the payment recorded in the Collections section.
Deductions are recorded on the date they are processed or resolved, not the original transaction date. A Chargeback and its corresponding Chargeback Reversed entry may appear in different reporting periods if dispute resolution spans multiple periods.
Deposits Overview by Item Type or Business Unit
The Deposits Overview by Item Type or Business Unit section is the bank reconciliation view of the report. It shows the actual amounts deposited into the bank within the selected date range, organized by item category.
Key characteristics of this section:
Unlike the Collections Overview section, which shows all payments received, this section shows only amounts that have cleared as bank deposits.
This section has no direct relation to collections. It only reflects amounts deposited into your bank account within the selected date range. A deposit may occur in a different period from when the underlying collection was made. To see collections, use the Collections Overview section instead.
Net Deposits can be broken down by sale date (in-period and out-of-period) or by transaction type (Gross Deposits, Refunds, Deductions).
Each sale date breakdown is further split into automatic (deposits collected by the Zenoti system) and manual (deposits collected by staff).
Finance teams use this section as the final step in reconciling Zenoti data against the bank statement.
Default columns
The default view shows these columns in order: Category, Transactions, Net Deposits, Processing Fee, and Collections. Net Deposits is the expandable column.
Column descriptions
The following table describes the columns available in Deposits Overview by Item Type or Business Unit.
Column name | Short description | Description |
Category | Displays the item category and its subcategories. | Shows the item category and its subcategories based on the Group By filter selection. Click the expand icon next to a category row to view subcategory-level detail. |
Transactions | Shows the number of transactions that resulted in bank deposits in the selected date range. | Shows the total number of individual transactions that resulted in bank deposits within the defined date range for this category. Counts deposit events, not invoices. A single invoice with multiple partial payments collected on different dates may contribute more than one transaction. |
Net Deposits Expandable column | Shows the total deposited into the bank for this category in the selected date range. | Shows total bank deposits for this category in the selected date range, net of refunds and deductions. Formula: Net Deposits = Gross Deposits + Refunds + Deductions (Refunds and Deductions are stored as negative values). Use this as the primary figure for bank statement reconciliation. Click the expand icon to choose a breakdown view. Expanding by Sale Date adds: Automatic Deposits for Sales in Date Range, Manual Deposits for Sales in Date Range, Net Deposits for Sales in Date Range, Automatic Deposits for Sales prior to Date Range, Manual Deposits for Sales prior to Date Range, Net Deposits for Sales prior to Date Range. Expanding by Transaction type adds: Gross Deposits, Refunds, Deductions. |
Automatic Deposits for Sales in Date Range Expand: Net Deposits > By Sale Date | Shows automatic deposits for in-period invoices. | Deposits in the selected date range for invoices created and collected within the same period, processed automatically by the Zenoti system. Example: a recurring membership charge processed without staff intervention. |
Manual Deposits for Sales in Date Range Expand: Net Deposits > By Sale Date | Shows manual deposits for in-period invoices. | Deposits in the selected date range for invoices created and collected within the same period, processed manually by staff at the center. |
Net Deposits for Sales in Date Range Expand: Net Deposits > By Sale Date | Shows total deposits for in-period invoices. | Total deposits in the selected date range for invoices created and collected within the same period. Parent total for the Automatic and Manual sub-columns. |
Automatic Deposits for Sales prior to Date Range Expand: Net Deposits > By Sale Date | Shows automatic deposits for out-of-period invoices. | Deposits in the selected date range for invoices created before the range, processed automatically. Indicates how much prior period backlog is being recovered through automated billing. |
Manual Deposits for Sales prior to Date Range Expand: Net Deposits > By Sale Date | Shows manual deposits for out-of-period invoices. | Deposits in the selected date range for invoices created before the range, processed manually by staff. A high value may indicate staff are actively collecting on overdue accounts. |
Net Deposits for Sales prior to Date Range Expand: Net Deposits > By Sale Date | Shows total deposits for out-of-period invoices. | Total deposits in the selected date range for invoices created before the range. Parent total for the Automatic and Manual sub-columns. |
Gross Deposits Expand: Net Deposits > By Transaction type | Shows total deposited before refunds and deductions. | Total amount deposited into the bank for this category in the selected date range, before refunds and deductions are subtracted. Formula: Gross Deposits = Net Deposits + Refunds + Deductions (Refunds and Deductions are stored as negative values). |
Refunds Expand: Net Deposits > By Transaction type | Shows refunds applied against deposits. | Total refund amount processed against deposits for this category in the selected date range. Recorded as a negative deduction from Gross Deposits. |
Deductions Expand: Net Deposits > By Transaction type | Shows chargebacks and related deductions. | Total chargebacks, chargeback fees, returned payments, and payment reversals applied to deposits for this category in the selected date range. Recorded as a negative deduction from Gross Deposits. Matches the Deductions column in the Collections view of the Digital Payments report (V2) when transaction type is filtered to exclude Sale and Refund. |
Processing Fee | Shows the processor fees deducted from deposits in this category. | Shows the total payment processor fees charged on deposits for this category in the selected date range. |
Collections | Shows gross collections, including tax for deposited transactions. | Total collections, including tax for deposited transactions in this category, calculated as Sales Exclusive of Tax plus Tax. |
Considerations
Deposits are shown as of today. This section reflects the bank deposit position at the time the report is run, not at the end of the selected date range.
Gross Deposits and Net Deposits have a specific relationship.
The formula is Gross Deposits = Net Deposits + Refunds + Deductions.
Refunds and Deductions are stored as negative values, so in practical terms, Net Deposits = Gross Deposits − |Refunds| − |Deductions|.
Deposits will be lower than total collections for the same period. Net Deposits reflect amounts after processing fees, refunds, and disputes are deducted. This difference is expected and is not a discrepancy. Do not subtract processing fees again from Net Deposits when reconciling, as they are already included.
Disputes reduce deposits in the period they are resolved, not when the original transaction occurred. A chargeback resolved in the current period reduces this period's deposit figure even if the original deposit was in a prior period. This can cause Net Deposits to appear lower than expected when compared to a bank statement that records the deduction differently.
Do not add parent deposit totals and their sub-columns together. Net Deposits for Sales in Date Range and Net Deposits for Sales prior to Date Range are parent totals. Their Automatic and Manual sub-columns are subsets. Summing parent and sub-columns together results in double-counting.
The Transactions column counts deposit events, not invoices. A single invoice with multiple partial payments collected on different dates may contribute to more than one deposit transaction.
Reconciliation
Use the information in this section to match numbers across Zenoti reports and external statements. Each section of this report is designed to reconcile against a specific benchmark, and the right benchmark depends on the accounting practice your business follows.
Which section should you use?
Your business practice | Use this section | Why |
Accrual-based accounting | Sales Overview by Item Type or Business Unit | Revenue is recognized when invoices are created. This section is anchored to invoice creation date. |
Cash-based accounting | Collections Overview by Item Type or Business Unit | Revenue is recognized when payments are received. This section is anchored to the payment date. |
Bank statement reconciliation | Deposits Overview by Item Type or Business Unit | Shows actual bank deposit activity. This section is anchored to the bank settlement date. |
Dispute and chargeback tracking | Deductions in the Selected Date Range | Lists individual deduction events by type. |
Cross-report reconciliation
Collections Overview → Sales Cash Report
Compare the Total Collections column against the collected column in the Sales Cash report.
Apply the same Center Name and Date Range filters on both reports.
On the Sales Cash report, set Level of detail = Item for each payment. Leave all other filters as All.
The totals should match exactly.
Collections Overview → Digital Payments Report (V2), Collections view
Compare the Deductions column against the Deductions column in the Digital Payments report.
Apply the same Center Name and Date Range filters.
On the Digital Payments report, set the view to Collections view and filter transaction type to exclude Sale and Refund.
The totals should match exactly.
Deposits Overview → Digital Payments Report (V2), Deposits view
Compare the Net Deposits column against the Net Deposits column in the Deposits view.
Compare the Processing Fee column against the Processing Fee column in the Deposits view.
Apply the same Center Name and Date Range filters. All other filters should be All.
External statement reconciliation
Direct debit processor statement → Deposited via direct debit column in the Sales Overview section. Values should match the direct debit settlement line on your processor statement for the period.
Card processor statement → Deposited via card column in the Sales Overview section. Values should match the card settlement line on your processor statement for the period.
Bank statement → Net Deposits column in the Deposits Overview section. Values should match the total deposited amount shown on your bank statement for the period.