> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-refund-reserve-1778070886.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.
# Financial reporting
> View payment data, export transaction records, and monitor your business performance.
Sailia provides a financial dashboard where you can view payment activity, monitor payouts, and export data for reporting or tax purposes.
## 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](/payments/instalments) progress
* Monitor [gift card](/pricing/gift-cards) balances and redemptions
Access to the financial dashboard requires the **Financial Dashboard** [permission](/staff/management#permissions). Staff without this permission cannot view payout data or export reports.
## Payouts
Stripe sends payouts to your connected bank account on a regular schedule. Each payout in Sailia shows:
| Field | Description |
| ------------------------- | ----------------------------------------------------- |
| **Gross amount** | Total revenue collected before fees |
| **Stripe fees** | Processing fees deducted by Stripe |
| **Net payout** | The amount deposited to your bank account |
| **Transaction breakdown** | Individual charges and refunds included in the payout |
If you use [Xero accounting sync](/integrations/accounting-sync), each payout is automatically sent to Xero as a categorized invoice with full VAT breakdowns.
## 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:
| Field | Description |
| ------------------- | -------------------------------------------------------------------------------------------- |
| **Target reserve** | The amount Sailia is currently aiming to hold back, based on your refund and payment history |
| **Current balance** | The available balance in your Stripe account that can cover refunds today |
### 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.
### 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.
The reserve only applies to card payments processed through Stripe. Cash payments and other payment methods are not affected.
### 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
## Cash payouts
Cash payments taken through the [point of sale](/point-of-sale/overview) are tracked separately from card payments. Cash payouts appear in a dedicated section of the financial dashboard with:
* Transaction amounts from each [till shift](/point-of-sale/overview#till-shifts)
* Cash refunds issued
* Net cash totals
If accounting sync is enabled, cash payouts are sent to the **Sailia Cash Clearing Account** in Xero.
## 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:
| Export type | What it includes |
| -------------------------------- | --------------------------------------------------------------------------------------------------------------------------- |
| **Baskets** | One row per basket with totals, payment method, status, and customer details |
| **Basket items** | One row per line item across all baskets, with product and pricing details |
| **Donations** | Donation records for charity reporting or Gift Aid claims (see [donation exports](/payments/donations#exporting-donations)) |
| **Course purchases by end date** | Course bookings filtered by when the course ends rather than when the customer purchased |
| **Planned activities** | Upcoming scheduled sessions within the selected date range |
After selecting an export type, a dialog appears where you set a date range and optional filters before downloading the CSV.
### Export filters
Depending on the export type, you can narrow down which records are included.
#### 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.
#### Payment options
Filter by the payment method used to complete the basket. The available groups are:
| Group | Includes |
| --------- | ------------------------------------------------------------------------ |
| **Card** | Card payments, pay-later arrangements, and invoiced payments |
| **Cash** | Cash payments taken through the [point of sale](/point-of-sale/overview) |
| **Other** | Any other payment method |
All payment options are selected by default. Deselect a group to exclude those records from the export. At least one group must remain selected.
Payment option filters are not available for the **Planned activities** export type since planned sessions are not tied to a specific payment method.
### 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](/integrations/accounting-sync) is enabled.
You can also export payout data across a date range from the **Payouts** tab of the financial dashboard.
#### 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.
| Column | Description |
| --------------------- | --------------------------------------------------------------- |
| `payout_id` | The Stripe payout identifier |
| `payout_amount` | Net payout amount (in your account currency) |
| `payout_status` | Stripe payout status (for example, `paid`, `pending`, `failed`) |
| `payout_arrival_date` | Date the payout is expected in your bank account |
| `payout_source_type` | Source of the funds (typically `card`) |
| `payout_currency` | Three-letter currency code |
| `created` | Date the payout was created |
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.
#### 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.
| Column | Description |
| ------------------------ | ------------------------------------------------------------- |
| `amount` | Gross transaction amount (negative for refunds) |
| `available_on` | Date the funds become available in your Stripe balance |
| `balance_transaction_id` | Stripe balance transaction identifier |
| `created` | Date and time the transaction was created (UTC) |
| `currency` | Three-letter currency code |
| `description` | Linked basket UUID or membership invoice reference |
| `fee` | Application and processing fees deducted from the transaction |
| `net` | Net amount after fees |
| `reporting_category` | Either `charge` or `refund` |
| `basket_id` | UUID of the linked basket, if any |
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.
Use the transaction export to reconcile individual charges and refunds against your Stripe dashboard. Use the payouts export when you only need totals per payout.
## Monitoring automated emails
Track the volume of automated communications through [meter usage tracking](/api-reference/meter-tracking#built-in-meters):
| Meter | What it tracks |
| --------------------- | ------------------------------------------------------------- |
| `workflow-email-sent` | Emails sent by [automated workflows](/integrations/workflows) |
| `waitlist-notified` | [Waitlist](/activities/waitlists) notification emails |
| `order-completed` | Completed purchases across all channels |
## Related guides
Connect Stripe and manage payment processing.
Automatically sync payouts to Xero.