Financial reporting

Sailia provides a financial dashboard where you can view payment activity, monitor payouts, and export data for reporting or tax purposes.

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Financial dashboard

The financial dashboard gives you a centralized view of all payment activity across your account. From here you can:

• View gross revenue, Stripe fees, and net payouts
• Browse individual transactions with payment method, status, and customer details
• Filter by date range, payment method, or transaction type
• Compare periods and see percentage changes at a glance in chart tooltips
• Track instalment plan progress
• Monitor gift card balances and redemptions

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Payouts

Stripe sends payouts to your connected bank account on a regular schedule. Each payout in Sailia shows: If you use Xero accounting sync, each payout is automatically sent to Xero as a categorized invoice with full VAT breakdowns.

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Instant refund reserve

The Instant refund reserve is a buffer of funds Sailia keeps in your Stripe balance so that customer refunds can be processed without waiting for additional incoming payments to clear. The reserve is calculated automatically based on your recent refund and payment activity, and it is replenished gradually from each payout. You can monitor the reserve from the Payouts tab of the financial dashboard. The card shows:

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How the target is calculated

Sailia reviews the last 35 days of card activity for your account and sets the target reserve to the largest of the following values:

• A minimum buffer of £200 (or local currency equivalent)
• 35% of refund volume over the lookback window
• 2% of payment volume over the lookback window

If your account has not processed any card activity for 89 days or more, the reserve is automatically released.

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How the reserve is replenished

The reserve is topped up incrementally rather than all at once. On any given day, Sailia holds back at most 10% of that day’s payout to grow the reserve toward the target. This keeps payouts predictable while ensuring refund capacity is in place when you need it.

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When to review your reserve

Check the reserve if you:

• Notice payouts are smaller than expected on days following high refund volume
• Plan to issue a large refund and want to confirm that funds are immediately available
• Have stopped processing card payments and want to confirm the reserve has been released

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Cash payouts

Cash payments taken through the point of sale are tracked separately from card payments. Cash payouts appear in a dedicated section of the financial dashboard with:

• Transaction amounts from each till shift
• Cash refunds issued
• Net cash totals

If accounting sync is enabled, cash payouts are sent to the Sailia Cash Clearing Account in Xero.

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Exporting data

You can export transaction data as CSV files from the financial dashboard. Click Export Data to open a dropdown where you choose the type of export: After selecting an export type, a dialog appears where you set a date range and optional filters before downloading the CSV.

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Export filters

Depending on the export type, you can narrow down which records are included.

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Paid baskets only

Toggle Include paid baskets only to exclude baskets that are still pending, failed, or expired. This is available for baskets, basket items, and course-by-end-date exports. Donation exports always include only successful baskets.

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Payment options

Filter by the payment method used to complete the basket. The available groups are: All payment options are selected by default. Deselect a group to exclude those records from the export. At least one group must remain selected.

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Payout exports

Each individual payout includes a downloadable CSV breakdown showing the transactions, amounts, fees, and product categories included in that payout. This is the same CSV that gets attached to Xero invoices when accounting sync is enabled. You can also export payout data across a date range from the Payouts tab of the financial dashboard.

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Export payouts

Click Export Data on the Payouts tab to download a list of recent payouts as a CSV. Each row represents a single payout from Stripe to your connected bank account. The export includes up to the 100 most recent payouts, filtered to the date range you select. Use the quick presets (Today, Month to date, Last 7 days, Last month, Year to date, All time) or pick custom start and end dates.

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Export transactions

Click Export Transactions on the Payouts tab to download a transaction-level CSV across a date range. Each row represents a single charge or refund. Pick a date range using the same quick presets as the payouts export, or enter custom start and end dates. The export includes only card transactions with a Stripe balance transaction ID.

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Monitoring automated emails

Track the volume of automated communications through meter usage tracking:

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