Finance reports

The finance reports give a treasurer the figures they would otherwise rebuild in a spreadsheet every quarter: what came in, from where, what is owed, and what to hand the bookkeeper.

Who can use this

All of them need View money reports. Granting that on a Treasurer council position lets someone run every finance report without being an organisation admin, and without seeing member records or incident reports.

What's on the page

• Income summary by source — membership, registrations, shop, tickets, donations and bookings, with gross, refunds and net.
• Quarterly finances and Year-end financial summary — the same maths over financial-year periods, with month detail.
• Transaction register — every money movement on one line. This is the spine the other reports aggregate.
• Outstanding & overdue — member dues, instalment arrears and unpaid sponsor invoices in one chase list.
• GST / BAS summary — tax collected by rate, using the rate snapshotted onto each order at the time of sale.
• Refunds, Partial refunds, Fees & charges, Payment method mix, Failed & abandoned payments.
• Deferred income, Revenue per member, Member lifetime value, Income concentration.
• What ClubHelix costs you — your own subscription invoices, for the club books.

Step by step

1. Open Reports and pick the Finance & revenue chip.
2. Open Quarterly finances.
3. Choose This quarter or Last quarter — these follow your financial year, so Q1 is July–September on the standard Australian year.
4. Set the comparison to vs same period last year so seasonality is visible.
5. Download CSV for the bookkeeper.
6. Cross-check against Member payments in the admin for the same dates — the two should agree to the cent.

Field reference

Cash basis — every figure is dated by when the payment was received, not when it was raised. That is what Australian community clubs report on.

Gross — the amount charged. Refunds — what went back. Net — gross less refunds.

Excluded from revenue — orders in "started" (an abandoned cart) and "pending payment" (still with the provider). These appear only in Failed & abandoned payments.

Fees — only fees actually recorded are counted. Where a provider fee was not captured, the payment is left out rather than counted as zero, so the fee total is a floor rather than the full cost.

Estimated outstanding — member dues valued at list price. Indicative, not invoiced.

Tips & FAQ

Is the GST report enough to lodge a BAS? No. It summarises tax collected inside ClubHelix only — shop orders, where the rate is snapshotted at the point of sale. It does not include income or expenses recorded anywhere else, and it is not tax advice. Check it against your own records before lodging anything.

Where is the profit and loss? ClubHelix records income comprehensively and expenses not at all, so a true income-and-expenditure statement is not possible yet. Use the accounting export and produce the statement in your accounting software.

A figure disagrees with the Member payments page. Check the period boundaries and the timezone line under "How this is calculated". A payment at 11pm on the last day of a quarter belongs to that quarter in your local timezone, which may not match a UTC-based comparison.