Finance
The Finance section gives you a complete picture of your academy's financial health — revenue collected, costs paid out, payment trends, and outstanding collections.
📊 Overview
The Finance Overview gives you a single-page snapshot of all money moving through your academy — revenue collected, costs paid out, and net cash flow — so you can understand your academy's financial health at a glance.
Go to Finance → Overview (requires the Expenses module to be enabled).
📊 What It Shows
Net Cash Flow
The hero card at the top shows:
- Net Cash Flow — total money in minus total money out for the selected period (green = positive, red = negative)
- Money In — all collected student payments (and instructor payments if applicable)
- Money Out — all expenses and instructor payouts
- Collection rate — percentage of expected payments that have been collected
Breakdown Cards
Below the hero, individual cards break down each component:
Card | What it measures |
|---|---|
Student Payments | Fees collected from students |
Instructor Payments | Payments received from instructors (if Instructor Billing enabled) |
Instructor Payouts | Compensation paid out to instructors (if Instructor Billing enabled) |
Payroll Disbursed | Payroll records with a disbursement date in the selected period (if the Payroll module is enabled) |
Expenses | Operational costs recorded |
Overdue Collections | Student payments past their due date |
Pending Collections | Student payments not yet paid |
Pending Expenses | Expenses recorded but not yet paid |
Each card shows a month-over-month change badge (↑ / ↓ / —) when a specific month is selected.
Payroll Disbursed can differ from the Payroll module's own monthly total — this card groups by when a record was actually paid out, while the Payroll page groups by which month the record is for.
6-Month Cash Flow Trend
A stacked bar chart shows the breakdown of money in and out over the last 6 months — helpful for spotting seasonal patterns or one-off spikes.
🗓️ Filtering by Period
Use the month/year picker in the top right to filter all figures to a specific month. Switch to year view to see the full year total.
When no filter is applied, figures show the all-time totals.
Cash basis vs. Billing period
Student Payments and Money In can be bucketed two ways — toggle between them next to the month/year picker:
Mode | Groups figures by |
|---|---|
Cash basis | When the payment was actually received (paid_date) |
Billing period | Which month the fee was billed for — matches how the Payments page stats cards are grouped |
These two views can disagree for payments collected in a different month than the one they were billed for (e.g. a late payment collected the following month). Switch modes to reconcile Finance Overview against the Payments page.
Finance Overview is available to admins only. It requires the Expenses module to be enabled under Settings → General → Modules.
📈 Finance Breakdown
Go to Finance → Breakdown for a detailed analysis of your payment data.
Summary Cards
Four top-level metrics for the selected period:
Card | What it shows |
|---|---|
Total Invoiced | Sum of all invoices generated |
Total Collected | Sum of all payments received |
Collection Rate | Percentage of invoiced amount that has been collected |
Outstanding | Invoiced minus collected — what is still owed |
Charts & Reports
- By Payment Method — donut chart showing how members are paying (cash, bank transfer, e-wallet, CommercePay, etc.) with amount and count per method. Online payments are also broken down by channel (e.g. "Online Banking · DuitNow QR", "Online Banking · FPX") so you can see exactly which gateway rails are being used
- By Payment Status — donut chart breaking down payments by status (paid, pending, overdue, proof submitted, etc.)
- By Class — bar chart comparing invoiced vs collected amounts per class, with outstanding highlighted
- 6-Month Trend — combined bar + line chart showing collected, outstanding, and collection rate over time
Use the month/year picker to filter to a specific period.
📋 Finance Collections
Go to Finance → Collections to track outstanding payments and identify at-risk students.
Summary Cards
Card | What it shows |
|---|---|
Avg Days to Pay | Average number of days between invoice creation and payment |
On-Time Rate | Percentage of payments made before the due date |
At-Risk | Students with overdue payments |
Chronic | Students with consistently late or unpaid payments |
Aging Bar
A colour-coded bar shows outstanding amounts by age bucket — from current to 90+ days overdue — so you can see where your receivables sit at a glance.
Student Collection Table
A searchable, filterable table of all students with outstanding payments showing:
- Student name and class
- Total owed and number of overdue payments
- Average days late
- Payment health status badge — Up to Date, Pending, Overdue, or Chronic
Filter by:
- Health status — focus on overdue or chronic payers
- Location / class — narrow to a specific class
- Billing period — filter by month
- Search — find a specific student by name