Financial Reports

ShulNET provides comprehensive financial reporting to help you understand revenue, member payments, and overall financial health. Access the interactive Financial Reports Dashboard from the main Reports page.

Currently Available Reports

Core Financial Reports

Export Capabilities

From the main Reports page, you can export data in Excel format:

• Members Export - Full member directory with filters
• Invoices Export - Invoice data by status and date range
• Students Export - Hebrew school enrollment data
• Financial Summary - Revenue summary by date range
• Yahrzeit Export - Memorial dates and information

Income Summary Report

Accessing the Report

1. Navigate to Financial Reports

   From admin menu: Reports → Financial Reports Dashboard

2. Select Income Summary Tab

   The Income Summary tab is selected by default

3. Set Date Range

   Choose start and end dates for the reporting period

4. Generate Report

   Click "Generate Report" to load the data

5. Review Results

   View summary cards and category breakdown with visual progress bars

Report Contents

The Income Summary report displays:

Category Breakdown

Below the summary cards, you'll see a visual breakdown with:

• Each revenue category listed
• Dollar amount for each category
• Percentage of total revenue
• Progress bar visualization showing relative proportion

Outstanding Balances Report

Accessing the Report

The Outstanding Balances report shows all members with unpaid invoices:

1. Navigate to Financial Reports

   From admin menu: Reports → Financial Reports Dashboard

2. Select Outstanding Balances Tab

   Click the "Outstanding" tab

3. Review Data

   Report loads automatically, showing current outstanding balances

Report Details

The report displays two summary cards:

• Total Outstanding - Sum of all unpaid balances across all members
• Members with Balance - Count of members who owe money, plus average balance per member

Member Table

For each member with an outstanding balance, the table shows:

• Member Name - Full name of the member
• Email - Contact email address
• Invoices - Number of unpaid invoices
• Total Owed - Sum of all outstanding balances
• Oldest Invoice - Date of the earliest unpaid invoice

Members are sorted by total owed (highest to lowest), making it easy to prioritize collection efforts.

Using the Data

From the outstanding balances report, you can:

• Identify which members need payment reminders
• Prioritize collection efforts by amount owed
• Monitor trends in accounts receivable
• Generate lists for board financial reviews

Event Revenue Report

Overview

The Event Revenue report provides comprehensive analytics on ticketed events, including revenue, attendance, and sell-through rates.

Accessing the Report

1. Navigate to Financial Reports

   From admin menu: Reports → Financial Reports Dashboard

2. Select Event Revenue Tab

   Click the "Event Revenue" tab in the dashboard

3. Set Date Range

   Use the date range selector to choose your reporting period

4. Generate Report

   Click "Generate Report" to load event data for the selected period

Report Metrics

Summary Cards

• Total Revenue - All ticket sales revenue for the period
• Total Events - Number of events with ticket sales, including average revenue per event
• Total Attendees - Sum of all attendees across all events
• Avg Ticket Price - Average revenue per attendee

Revenue by Event Table

For each event, the report shows:

• Event Name - Event title
• Date - Event date
• Revenue - Total ticket sales revenue
• Attendees - Total confirmed/paid registrations
• Capacity - Maximum event capacity (if set)
• Sell-Through Rate - Percentage of capacity filled (highlighted in green when ≥90%, blue when ≥70%)
• Avg Price - Average ticket price for this event

Revenue by Ticket Type Table

Aggregates ticket sales across all events by ticket type:

• Ticket Type - Name of ticket tier (e.g., General Admission, Member, Early Bird)
• Quantity Sold - Total tickets sold of this type
• Total Revenue - Combined revenue from this ticket type
• Average Price - Average price per ticket of this type

Using the Data

From the event revenue report, you can:

• Identify which events generate the most revenue
• Monitor sell-through rates to optimize event capacity and marketing
• Compare ticket pricing effectiveness across different ticket tiers
• Track attendance trends over time
• Plan future events based on revenue and attendance patterns

Aging Report

Accessing the Report

1. Navigate to Financial Reports

   From admin menu: Reports → Financial Reports Dashboard

2. Select Aging Tab

   Click the "Aging" tab

3. Review Aging Buckets

   Report loads automatically with current aging data

Aging Buckets Explained

The aging report categorizes unpaid invoices into four buckets based on how many days past the due date:

Dashboard Display

The aging dashboard shows four color-coded cards, each displaying:

• Total Amount - Sum of all invoices in that aging bucket
• Invoice Count - Number of invoices in that bucket

Below the cards, you'll see the Total Outstanding sum across all aging buckets.

Using the Aging Report

Best practices for using aging data:

• Review monthly to identify problems early
• 0-30 days - No immediate action needed, monitor
• 31-60 days - Send friendly payment reminder emails
• 61-90 days - Personal outreach, offer payment plans if needed
• 90+ days - Board discussion, consider collection procedures or write-off
• Track trends - Compare month-to-month to see if collection is improving

Payment Methods Report

Overview

The Payment Methods report analyzes how members are paying invoices, showing transaction counts, revenue distribution, and average transaction values by payment type.

Accessing the Report

1. Navigate to Financial Reports

   From admin menu: Reports → Financial Reports Dashboard

2. Select Payment Methods Tab

   Click the "Payment Methods" tab in the dashboard

3. Set Date Range

   Use the date range selector to choose your reporting period

4. Generate Report

   Click "Generate Report" to load payment data for the selected period

Report Metrics

Summary Cards

• Total Revenue - All completed payments for the period
• Total Transactions - Number of completed payment transactions
• Average Transaction - Mean payment amount across all methods

Payment Methods Breakdown Table

For each payment method, the report shows:

• Payment Method - Type (Credit Card, Check, ACH, Cash, etc.)
• Transactions - Number of payments made with this method
• % of Transactions - Percentage of total transaction count with visual bar
• Total Revenue - Sum of all payments made with this method
• % of Revenue - Percentage of total revenue with visual bar
• Avg Transaction - Average payment amount for this method

Using the Data

From the payment methods report, you can:

• Identify which payment methods members prefer
• Understand transaction fee costs (credit cards typically have higher fees)
• Optimize payment processing based on method popularity
• Plan for payment gateway integrations or improvements
• Track trends in digital vs. traditional payment adoption
• Compare average transaction sizes across different payment types

API-Ready Reports

The following reports have backend APIs complete and can be accessed programmatically. Dashboard UI will be added in future updates:

Budget vs. Actual

API Endpoint: POST /admin/reports/budget-vs-actual

Compares actual revenue to budgeted amounts by category, showing variances and percentages.

Data Export Options

From the main Reports page (Admin → Reports), you can export various data sets to Excel:

Available Exports

How to Export

1. Navigate to Admin → Reports
2. Find the export section you need
3. Set any optional filters
4. Click the "Export" button
5. File will download automatically in Excel format (.xlsx)

Best Practices

Common Questions

How often should we run financial reports?

At minimum, monthly for income summary and outstanding balances. Weekly review of the aging report is ideal for proactive collection management.

What reports should we share with the board?

Monthly: Income summary, outstanding balances summary. Quarterly: Trends and comparisons. Annually: Year-end summary. Avoid sharing individual member details unless necessary.

Can we track expenses in ShulNET?

ShulNET focuses on revenue tracking (invoices and payments). For comprehensive accounting including expenses, integrate with QuickBooks or similar accounting software.

How are categories determined in the Income Summary?

The system categorizes revenue based on keywords in invoice item descriptions: "membership" or "dues" → Membership Dues, "tuition" or "hebrew school" → Tuition, "event" or "ticket" → Events, "donation" or "contribution" → Donations, everything else → Other Income.

What's a healthy accounts receivable percentage?

Aim for less than 10% of annual revenue outstanding at any time. Higher percentages may indicate collection issues that need attention.

How do I access the API endpoints?

All financial reports are available via REST API for programmatic access. This enables integration with external systems, custom dashboards, and automated reporting tools.

To get started with the API:

• View the complete API Access Guide for step-by-step instructions on obtaining API tokens and making requests
• Visit the Interactive API Documentation for detailed endpoint reference and testing

Can I customize the aging buckets?

Currently, aging buckets are fixed at 0-30, 31-60, 61-90, and 90+ days. This follows standard accounting practices for accounts receivable aging.

Future Enhancements

The following features are planned for future releases:

• Dashboard Visualizations - Charts and graphs for Revenue by Source, Member Growth, and Payment Methods
• Scheduled Report Delivery - Automatic email delivery of reports on a recurring schedule
• PDF Export - Export dashboard reports as formatted PDF documents
• Custom Date Presets - Quick access to "This Month," "Last Quarter," "Year to Date" filters
• Event Revenue Reports - Dedicated reporting for event ticket sales and attendance
• Tax Statement Generator - Automated year-end giving statements for members
• Report Builder - Create custom reports with drag-and-drop interface

Related Documentation

• Managing Invoices - Creating and managing invoices
• Processing Payments - Recording and processing payments
• Managing Members - Member data that appears in reports
• Managing Students - Student enrollment for tuition reports