The Recurring Billing Report (FIN-9) lists families with or without saved payment information. It also shows whether each saved payment method is set up for recurring billing.
What the report shows
Use this report to see which families are ready for recurring billing, and which payment methods need attention.
- One row per payment method — a family with two saved cards shows up twice.
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Columns — Family Name, Email, Phone, Address, Recurring, Method, Issuer, Expiration, Last Payment Date and Last Payment Amount.
- Recurring — Yes when the payment method is set up for recurring billing.
- Asterisk (*) — marks the default payment method for recurring billing.
- Last Payment Date and Amount — the family's most recent payment.
- Enrollment — checked as of today, the day you run the report.
Note
The report lists only the Primary Guardian's saved payment methods. Cards saved by other guardians on the family don't appear.
Open the report
- Select Reports in the top menu.
- Select Financial in the left-hand menu to see the financial reports.
- Select Recurring Billing Report (FIN-9) to open its filters.
Filter and run the report
Work down the page from the top. Each filter is explained in the next section.
- Payment Information Status — families with or without saved payment information.
- Recurring Billing Status — how each payment method is set up for recurring billing.
- Status (Enrollment) — whether the family is enrolled now, later, before or never.
- Locations — which locations' enrollments count.
- Expiration Month and Expiration Year — when the payment method expires.
- Display Options — add extra columns.
- Select a format — HTML, PDF, XLS or CSV — to run the report.
What each filter does
▶ General Filters
▶ Step 1: Payment Information Status
Check at least one.
- With Payment Information — families with a saved payment method. Starts checked.
- Without Payment Information — families with no saved payment method.
▶ Step 2: Recurring Billing Status
Shows only when With Payment Information is checked.
- With Recurring Billing — the payment method is authorized for recurring billing.
- Without Recurring Billing — the payment method isn't authorized. Starts checked.
- Valid Recurring billing — the payment method hasn't been marked invalid. Starts checked.
- Invalid Recurring billing — the payment method failed and can't be used for recurring billing.
▶ Step 3: Status (Enrollment)
All four start checked. Check at least one.
- Currently Enrolled (Active) — an active enrollment today.
- Enrolled In The Future (Only) — nothing today, but an enrollment that starts later.
- Previously Enrolled (Only) — past enrollments only. Nothing today or later.
- Never Enrolled — no active enrollments at the locations you check.
Events: an event enrollment counts as active from the first day picked through the last. For example, a student booked for May 5 and May 8 is active May 5 through May 8.
▶ Step 4: Locations
- Only enrollments at the locations you check are counted.
- Check at least one location.
- Families who have never enrolled aren't tied to a location. They show up no matter which locations you check.
▶ Step 5: Expiration Month and Expiration Year
- Show only payment methods that expire in the month or year you pick.
- Shown only when With Payment Information is checked.
▶ Display Options
▶ Step 6: Show Gateway Name
- Adds a Gateway Name column: the payment gateway that holds each saved payment method.
- Useful after you switch processors, to find families still on the old gateway.
▶ Step 6: Show Invalid Recurring Billing message
- Adds a column with the last failed message from the payment processor.
- Shows only when Invalid Recurring billing is checked.
Troubleshooting
▶ Common Questions
▶ Why does a family show up more than once?
Each saved payment method gets its own row. A family with two saved cards shows up twice. The asterisk (*) marks the default payment method for recurring billing.
▶ Why is a guardian's card missing?
The report lists only the Primary Guardian's saved payment methods. Cards saved by other guardians on the family don't appear.
▶ Why can't I see the Recurring Billing Status filter?
The Recurring Billing Status filter shows only when With Payment Information is checked under Payment Information Status.
▶ Why don't the enrollment results match what I expected?
The report checks enrollments as of today, the day you run it. There's no date to pick. Check which Status (Enrollment) boxes are checked, and which locations.
▶ Why doesn't the Locations filter change my Never Enrolled results?
Locations only decide which enrollments count. Families who have never enrolled aren't tied to a location, so they show up no matter which locations you check.
▶ What does Invalid Recurring billing mean?
The payment method failed validation from the card issuer. It can't be used for recurring billing. To see why it failed, check Show Invalid Recurring Billing message under Display Options.
Related: What are Preset Filters for Reports? · How Do I Process Payments from Stored Payment Information? · How Do I Configure the Payment Method Expiring Workflow? · How Do I Configure the Invalid Payment Information Workflow?