The Invoices report shows you every invoice you have issued, what was billed on it, how much has come in and how much is still owed. A second view covers the invoices your memberships raise automatically.
New to Reports? How to use a Report covers the buttons and controls.
It helps you answer questions like:
How much did I bill last month, and how much of it have I actually collected?
Who owes me money right now?
What was billed on this invoice, and how did the client pay?
Which of my team is raising the invoices, and from which desk?
Are my membership payments going through, or are they failing?
Which memberships are behind on payment?
What this report replaces
This report replaces two back-office reports, one per view:
Unpaid invoices is the Invoices view.
Subscriptions invoices is the Membership Invoices view.
Use the Report switch at the top to move between them. The two views describe different things, so their columns and filters have nothing in common.
💡If what you are looking for is the old Purchases report, that is a different Report. Purchases listed one line per product sold rather than one line per invoice, so it lives in Reports: Purchases.
Before you read the numbers
The reporting period. On both views the date range filters on the invoice date. The default is the last 6 months.
The comparison. Each KPI box compares the period you have selected against the equivalent earlier period.
What's always excluded. On the Invoices view, three kinds of record never appear, whatever you filter on:
Credit notes, the counter-invoices raised when an invoice is cancelled. A cancelled invoice still appears here as its original line, so read Date Canceled and Cancellation Reason rather than expecting the two to net off.
Placeholder invoices carrying nothing.
Invoices brought over from another system when your studio migrated to bsport, together with anything raised before your studio moved to bsport's current invoicing engine.
⚠️ One more thing will make your totals look low, and it is a filter rather than a permanent exclusion: the Status filter on the Invoices view arrives pre-set to Paid, Draft and Open. Voided and refunded invoices are hidden until you tick them.
Invoices
Set Report to Invoices. One row is one invoice.
The KPIs
KPI | What it shows |
Number of Invoices | How many invoices were dated in the period. |
Amount Billed | What those invoices billed in total, including VAT / sales tax. |
Amount Received | How much of that has actually been collected. |
Amount Outstanding | What is still owed: billed, less what has come in, less anything already scheduled to be collected. |
💡Billed Amount minus Received Amount is not Outstanding Amount. The difference is money that is scheduled but not yet taken, such as the remaining instalments on a payment plan. That sits in Upcoming Amount and is not treated as owed.
Columns
Column | What it shows |
Invoice ID | The invoice's identifier. Click it to open the invoice in the back office. |
Status | Where the invoice stands: Paid, Open, Draft, Refunded or Voided. |
Date | The invoice date. This is the date the reporting period is based on. |
Client Name | The client the invoice was issued to. Click the name to open their profile in the back office. |
Client Email | The client's email address. |
Billed Amount | The total billed on the invoice, including VAT / sales tax. |
Billed Amount Excl Tax | The same total with VAT / sales tax taken off. |
Tax Amount | The VAT / sales tax on the invoice. |
Received Amount | How much has been collected against the invoice. |
Upcoming Amount | How much is scheduled to be collected but has not been taken yet, typically the remaining instalments of a payment plan. |
Outstanding Amount | Billed, less received, less upcoming. Never goes below zero, so an overpaid invoice shows 0 rather than a negative figure. |
Payment State | Paid when received and scheduled amounts cover the bill, Partially paid when some has come in, Unpaid when nothing has. |
Product Names | What was billed on the invoice, listed by name. |
Author Email | The staff member who raised the invoice. Blank when the client raised it themselves through your app or website. |
Client Phone Number | The client's phone number. |
Date Canceled | When the invoice was canceled. Blank while it stands. |
Cancellation Reason | The reason given when it was canceled. |
Paid Amount by Payment Method | How the invoice was settled, broken down by method, such as |
Invoice Legal Identifier | The sequential invoice number you use for accounting. Its format is whatever you have configured. |
Billing Location | The billing location the invoice was issued from. |
Billing Location Address | That billing location's address. |
Source | Where the invoice was raised: your back office, your app, your website, a quick sale, and so on. |
Invoice PDF URL | A direct link to the invoice document. |
⚠️ Billed Amount Excl Tax and Tax Amount are worked out from the invoice's individual lines. An invoice with no lines shows 0 for both even though Billed Amount is not 0, so the two will not always agree.
💡 Status and Payment State answer different questions and often disagree. Status is the state of the document; Payment State is the state of the money. An invoice that is Open but Paid is normal and means the payments are scheduled and have not been taken yet.
Filters
Filter | What it does |
Status | Paid, Open, Draft, Refunded or Voided. Arrives pre-set to Paid, Draft and Open; tick the others to include them. |
Payment State | Paid, Partially paid or Unpaid. |
Client Email | One or more specific clients, by email address. |
Billed Amount | Limits to invoices whose total falls in a value range. |
Received Amount | Limits to invoices where the amount collected falls in a range. |
Outstanding Amount | Limits to invoices where the amount still owed falls in a range. Set a minimum above 0 to get your debtor list. |
Author Email | Invoices raised by one or more specific staff members. |
Source | Invoices raised through one or more specific routes. |
Billing Location Name | Invoices issued from one or more specific billing locations. |
Group By
Group by | Use it to answer |
Date | How billing and collection move over time. Choose the step: day, week, month, quarter or year. |
Client | Which clients you have billed the most, and which are behind. |
Payment State | How much of your billing is paid, part paid and unpaid. |
Status | The split across the invoice states. |
Author Email | How much each member of your team is invoicing. |
Source | Whether invoices come from the desk, the app or elsewhere. |
Billing Location | Billing and collection by site. |
Grouped rows give you:
Summary column | What it measures |
Number of Invoices | How many invoices fall into the group. |
Billed Amount | What they billed in total, including VAT / sales tax. |
Billed Amount Excl Tax | The same total with VAT / sales tax taken off. |
Received Amount | How much has been collected against them. |
Upcoming Amount | How much is scheduled but not yet taken. |
Outstanding Amount | How much is still owed. |
Collection Rate | Received divided by billed, recalculated for the whole group. |
Membership Invoices
Set Report to Membership Invoices. One row is one billing cycle of one membership, so a twelve-month membership produces twelve rows.
The KPIs
KPI | What it shows |
Number of Membership Invoices | How many membership billing cycles were dated in the period. |
Billed Amount | What those cycles billed, including VAT / sales tax. |
Paid Amount | How much the clients have actually paid against them. |
Unpaid Amount | Billed less paid. |
⚠️ Paid Amount here counts only money the client actually transferred. A membership instalment settled from the client's credit account shows as unpaid on this view, while the same invoice reads as paid on the Invoices view. If a membership looks unpaid but the client says they settled it, check their account balance first.
Columns
Column | What it shows |
Invoice ID | The invoice's identifier. Click it to open the underlying invoice in the back office. |
Date | The invoice date for the cycle. This is the date the reporting period is based on. |
Status | How the charge went: Succeeded, Failed, Pending for a cycle not yet charged, Processing, or Canceled. |
Client Name | The client being billed. Click the name to open their profile in the back office. |
Client Email | The client's email address. |
Membership Name | The membership contract behind the charge. Click it to open the membership in the back office. |
Billed Amount | What the cycle billed, including VAT / sales tax. |
Paid Amount | What the client paid against it, leaving out anything settled from their credit account. |
Unpaid Amount | Billed less paid. Goes negative if the client overpaid. |
Product Name | The pass or product the membership bills for. |
Last Payment Received At | When the most recent payment against this cycle came in. Blank when nothing has. |
Client Phone Number | The client's phone number. |
Client Internal Account | What sits on the client's credit account today. This is their current balance, not a figure for this cycle, so it repeats on every row for that client. |
Membership Recurrent Price | What the membership charges each cycle. |
Membership Number of Intervals | How many cycles the membership runs for. |
Membership Start Date | When the membership started. |
Membership Payment Method | How the membership collects: Credit Card, SEPA Debit, BACS Debit or Account balance. |
Membership Note | The free-text note on the membership. |
Source | Where the membership invoice was raised. |
Filters
Filter | What it does |
Status | Succeeded, Failed, Pending, Processing or Canceled. |
Membership Name | One or more specific membership contracts. |
Client Email | One or more specific clients, by email address. |
Billed Amount | Limits to cycles whose billed value falls in a range. |
Paid Amount | Limits to cycles whose paid value falls in a range. |
Last Payment Received At | Cycles whose last payment came in during a date range. |
Product Name | Cycles billing for one or more specific products. |
Membership Start Date | Memberships that started in a date range. |
Membership Recurrent Price | Memberships whose recurring price falls in a range. |
Membership Number of Intervals | Memberships running for a number of cycles in a range. |
Membership Payment Method | One or more collection methods. |
Source | Cycles raised through one or more specific routes. |
💡 Status set to Failed is the list to work through each week: membership charges that did not go through and will not retry themselves.
Group By
Group by | Use it to answer |
Date | How membership billing moves over time. |
Membership Name | Which contracts bill the most, and which collect the worst. |
Client | Which clients are behind on their membership. |
Status | How many charges succeed, fail or are still to come. |
Product Name | Which products your memberships actually sell. |
Membership Payment Method | Whether card, direct debit or account balance collects most reliably. |
Source | Where your memberships are set up. |
Grouped rows give you:
Summary column | What it measures |
Number of Membership Invoices | How many billing cycles fall into the group. |
Billed Amount | What they billed in total. |
Paid Amount | What has been paid against them. |
Unpaid Amount | What is still owed. |
Collection Rate | Paid divided by billed, recalculated for the whole group. |
Matching your old back-office reports
Unpaid invoices
To reproduce it: set Report to Invoices, set Status to Open only, set the Outstanding Amount filter to a minimum just above 0, and widen the date range far enough back to cover your oldest unpaid invoice.
Where your old columns are now. A / means the column does not exist on that side.
Name of the column in legacy reports | Name of the column in legacy Excel file export | Name of the column in the new report (and downloaded file) |
Invoice ID | Invoice ID | Invoice ID |
Legal invoice identifier | Invoice number | Invoice Legal Identifier |
Author | Author | Author Email |
Date | Date | Date |
Amount | Purchase amount | Billed Amount |
Amount paid | Amount paid | Received Amount |
— (no English label) | Amount upcoming | Upcoming Amount |
Due | Outstanding value | Outstanding Amount |
Products | Purchases | Product Names |
First name | First name | Client Name |
Last name | Name | Client Name |
Telephone | Phone | Client Phone Number |
Client Email | ||
Address | Address | Billing Location Address |
Billing group | Billing group | Billing Location |
Studio | Franchisee | / |
Invoice PDF URL | ||
/ | / | Status |
/ | / | Billed Amount Excl Tax |
/ | / | Tax Amount |
/ | / | Payment State |
/ | / | Date Canceled |
/ | / | Cancellation Reason |
/ | / | Paid Amount by Payment Method |
/ | / | Source |
What's different
The date range now applies. This is the big one. The old report ignored the date pickers completely and always showed every open invoice with money still owed, however old. Here everything respects the reporting period, so an unpaid invoice from two years ago will not appear until you widen the range. If your total looks far too low, this is why.
Status is now a choice. The old report only ever showed open invoices; here you set it yourself.
First name and Last name merge into the single new column Client Name.
Author showed the staff member's name; Author Email identifies the same staff member by email address instead.
Subscriptions invoices
To reproduce it: set Report to Membership Invoices.
Where your old columns are now. A / means the column does not exist on that side.
Name of the column in legacy reports | Name of the column in legacy Excel file export | Name of the column in the new report (and downloaded file) |
First name | First name | Client Name |
Last name | Name | Client Name |
Telephone | Phone | Client Phone Number |
Client Email | ||
Subscription | Subscription | Membership Name |
Pass | Pass | Product Name |
Price | Price | Membership Recurrent Price |
Total credits | Credits | Client Internal Account |
Payment method | Payment method | Membership Payment Method |
Payment status | Payment status | Status |
Number of recurrences | Number of recurrences | Membership Number of Intervals |
First billing date | First billing | Membership Start Date |
Due date | Due date | Date |
Collected | Paid | Paid Amount |
Amount due | Amount due | Billed Amount |
Date of last payment | Last payment | Last Payment Received At |
Studio | Franchisee | / |
Note | Note | Membership Note |
/ | / | Invoice ID |
/ | / | Unpaid Amount |
/ | / | Source |
What's different
Payment method now describes the membership, not the payment. The old column showed how a given cycle was actually settled. Membership Payment Method shows how the membership is set up to collect, which is not always the same thing.
First name and Last name merge into the single new column Client Name.
Downloading
The download gives you exactly what you are looking at: your columns, your filters, your date range, and the summary view if you are grouped. Available as Excel, CSV or PDF.
Data freshness
On Report pages, data is refreshed on an hourly basis.
Permissions
Access follows your existing back-office report permissions. Everyone who can see this report sees the whole company; on the Invoices view, use the Billing Location Name filter or group by Billing Location to narrow it down to one site.
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