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 progress
• Monitor gift card balances and redemptions

Access to the financial dashboard requires the Financial Dashboard permission. 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, 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 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.

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)
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
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 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:

Meter	What it tracks
workflow-email-sent	Emails sent by automated workflows
waitlist-notified	Waitlist notification emails
order-completed	Completed purchases across all channels

Related guides

Payments and Stripe

Connect Stripe and manage payment processing.

Xero accounting sync

Automatically sync payouts to Xero.