Tips & tricks from the Eventive billing department on best practices for end of month or end of year reporting & reconciliation.
Be sure to check out our Guide to Understanding the Financial Process for more information on how money gets from your customer's pocket into your own!
Review your Eventive invoices
Invoices issued after February 2021 can be found in the Billing Hub in your Dashboard. In the Billing Hub, you can navigate between different month's invoices, check the Payment Status, and view the invoice either as a summary or an itemized list.
To access invoices issued prior to March 1, 2021, please go to your Stripe account dashboard.
Keep in mind that all billable usage for a given month will appear on the next month's invoice.
Reconcile your financial reports
Review your Sales Analytics per Event Bucket
Your Sales Analytics should provide your greatest source of truth on monthly and annual sales reports. However, your deferred fees may be reduced when we purge unwatched unlocks from the monthly billing. Refer to your invoices & itemization reports for additional data on deferred fees.
Download your ledger transactions per event
Download all ledger transactions associated with an event easily from each event's Exports page. The export includes tickets as well as associated inline donations, plus purchaser name and email. This will assist with reconciliation on an individual event level, making that process even easier.
Review your All Orders report
Generate your All Orders report from the Global Reports section on your dashboard to see detailed breakdowns of each order your organization processed during the reconciliation term. This report can help you identify discrepancies and identify fees on specific orders.
The All Orders report provides all orders processed through Eventive within the specified period. Your bank transfer reconciliations/logs will reflect the amount of money transferred into your bank account from Stripe during the period. These numbers may not be equal.
Identify & reconcile refunds
Use the All Orders report to identify any refunds that have been processed during the reconciliation term. Use the "refunded_at" column in the report to filter orders.
You can also find refunds by navigating to Global Reports --> Ledger Beta Reports --> Custom Ledger Report.
Upon clicking "Build Report," you'll come to a page where you'll specify "Ledger Transaction Report" under Report Type, select an Event Bucket, then select "Refunds" under Filter by Transaction Type. Select a specific date range or leave "All Time" selected under Date Range to see all refunds in the selected Event Bucket.
Isolate your donations
Donations are collected in two ways -- standalone donations made on your website and donations collected at checkout. To identify & isolate donations from sales revenue, use your All Orders report as well as the Donations grouped by associated event report, both of which are located in the Global Reports section of your dashboard.
To view donations on your All Orders report, use the filter function on the spreadsheet to filter the summary column by summaries containing the word "donation."
Review the Donation Data, Fees & Reporting article for more information.
Review your payout information
Use the Bank Transfer reconciliations & logs (depending on your needs) in Global Reports to reconcile your Stripe deposits with your sales. Also be sure to check your Stripe dashboard for any deposits left in Stripe Reserves.
For platform-managed organizations, please refer to your monthly statements & payout reports for monthly payout data.
Next Steps
Read our help article collections on Financials & Payments and Reporting & Analytics for more information.
If you seem to be missing any data or require additional assistance, please reach out to team@eventive.org or use the message widget on your dashboard!