Financial Reports: Complete Guide

What Financial Reports is for

Financial Reports shows booking money recorded during a selected payment period. Use it to answer:

• How much qualifying booking revenue was received?
• How much was collected online and how much was recorded as cash?
• What Oakline platform fees and Stripe processing fees apply?
• What is the resulting net value?
• Which payments, families and sessions make up those totals?

The report is an operational payment report. It does not prepare statutory accounts, calculate tax or replace Stripe payout reconciliation, bookkeeping software or professional accounting advice.

Opening the report

1. Sign in as a tenant administrator.
2. Select Reports from the main navigation.
3. Choose a Month and Year.
4. Optionally choose a Family / Parent.

Staff accounts are not given access to the tenant financial report.

The report uses payment dates

Financial Reports is a cash-basis view. Its period filter uses the date the payment record was created, not the date of the booked session.

Example:

• A parent pays on 28 August for a session running on 12 September.
• The payment appears in August Financial Reports.
• The booking value appears in the September operational Dashboard because that screen is grouped by session date.

This difference is intentional. Read Dashboard revenue vs Financial Reports for a full comparison.

Filters

Month

Choose a single month or All Months. All Months covers the selected calendar year.

Year

Select the calendar year containing the payment dates you want to review.

Family / Parent

Select one parent to show only payment records belonging to that account. Choose All Families for the organisation-wide view.

Changing a filter reloads the report. A loading overlay confirms that Oakline is updating the payment, fee and total calculations.

Which payments are included

The report includes payment records with one of these qualifying statuses:

• Paid: a completed online payment.
• Cash: a payment recorded as cash.
• Deposit paid: a confirmed deposit payment.

The payment must be associated with at least one booking record for the tenant.

The report does not treat these as received revenue:

• Pending or incomplete checkouts.
• Failed payments.
• Payment records that are not linked to a booking.
• Bookings paid entirely with account credit when no new payment was taken.
• Standalone shop orders; these are included in Families Activity where eligible.

A cancelled booking can remain in the financial report when money was received and no refund was recorded. Cancellation and refund are separate financial events.

Summary figures

Total Revenue / Gross Revenue

The qualifying payment amount received in the selected period, reduced by recorded booking refunds attributed to those payments.

Platform Fees / Oakline Fees

The Oakline platform fee attributed to the qualifying transactions.

• For online payments with a reconciled fee breakdown, Oakline uses the recorded application fee.
• For eligible cash bookings, Oakline uses the debit recorded in Fee Bank.
• When a cash fee is later recovered through an online payment, it remains attributed to the original cash booking and is not counted a second time as an online Oakline fee.

Stripe Fees

The Stripe processing and other Stripe costs attributed to online transactions.

• Where Stripe fee reconciliation has completed, Oakline uses the recorded fee components.
• Where exact components are not yet available, Oakline can use an estimate.
• Cash payments do not have a Stripe processing fee.

Net Profit / Net Value

The report calculates:

Reported revenue - Oakline fees - Stripe fees

This is an operational net payment value. It does not include wages, venue costs, equipment, insurance, tax or other business expenses, so it should not be interpreted as statutory or accounting profit.

Transaction table

Each row represents a qualifying payment, not necessarily one child or one booking.

All, Online and Cash tabs

• All includes every qualifying row in the filtered report.
• Online includes completed card or Stripe-based transactions.
• Cash includes payments recorded with cash status.

The summary cards update when you change tabs, allowing you to compare online and cash totals without changing the period.

Refunds and cancellations

A recorded booking refund reduces the revenue allocated to that booking.

Fees that were already charged can remain as costs. For that reason, refunding a payment does not always return the report's net value to the position it had before the original charge.

Historical refunded bookings without a stored refund amount are treated as fully refunded for report calculations. See Fees, refunds and reconciliation.

Monthly Session Report

Select View Monthly Report (or the equivalent annual label when All Months is selected) to group the filtered financial activity by session.

The session report shows:

• Purchases.
• Bookings.
• Gross revenue.
• Oakline fees.
• Stripe fees.
• Net value.

One purchase can pay for several booking records, so Purchases and Bookings are deliberately separate counts. Read Monthly Session Report for the allocation rules.

Families Activity

Select Families activity to rank families by confirmed net spend over a custom date range. It includes payment, booking and eligible shop-order counts and separates gross paid value from cancelled or excluded allocations.

Read Families Activity Report for definitions.

Printing and saving a PDF

Use Print PDF for the transaction report or Print Report inside the session summary.

Oakline opens the browser's print workflow. To create a PDF, choose the browser or operating system option such as Save as PDF. The Financial Reports screen does not currently provide a CSV download.

Staff payroll reporting has its own separate CSV export.

Why a total may not match Stripe payouts

Stripe can combine transactions into payouts and can apply fees, refunds, disputes or timing rules separately from Oakline's booking report. Differences can also result from:

• A payment and session occurring in different months.
• Cash transactions, which never appear in Stripe payouts.
• Pending Stripe fee reconciliation.
• Refund timing.
• Payments covering several bookings.
• Account credits reducing the amount newly collected.
• Stripe payout batching or reserves.

Use the payment ID, payment date, parent and description to trace an Oakline row before comparing it with the corresponding Stripe transaction or payout.

Investigation checklist

If a number looks unexpected:

1. Confirm the selected month, year and family.
2. Decide whether you are comparing payment date or session date.
3. Open All, Online and Cash to identify the payment method.
4. Check whether one payment covers multiple children, dates or sessions.
5. Check the booking for a recorded refund or account-credit contribution.
6. Open the Monthly Session Report to see how the payment was allocated.
7. Look for the estimated Stripe fee notice.
8. Compare the individual payment with Stripe, rather than comparing the report with a batched payout.

If the payment-level records still do not explain the difference, contact Oakline support with the tenant, selected period and relevant payment IDs. Do not send full card details.