Billing
The Billing section is where administrators view revenue analytics, manage invoices, review payment transactions, and log manual in-person payments. It has four tabs:
Overview
Section titled “Overview”The Overview tab is a dashboard showing key billing metrics at a glance.
Metric Cards
Section titled “Metric Cards”Four summary cards are displayed across the top:
| Card | What It Shows |
|---|---|
| Revenue This Month | Sum of all paid transactions in the current calendar month |
| Total Credit Revenue | All-time total of paid transactions |
| Total Transactions | Count of all paid transactions across all time |
| Outstanding | Combined total of Pending and Overdue invoices. Turns red if there are any overdue invoices. |
Payment Method Breakdown
Section titled “Payment Method Breakdown”Below the metric cards, two cards show revenue split by payment method:
| Card | What It Shows |
|---|---|
| Stripe Revenue | Total revenue from online Stripe payments (indigo) |
| Square Revenue | Total revenue from in-person Square (manual) payments (orange) |
Monthly Revenue Trend
Section titled “Monthly Revenue Trend”A bar chart displays the last 3 months of credit revenue. Each bar shows the month label and dollar amount, making it easy to spot trends at a glance.
Transactions
Section titled “Transactions”The Transactions tab shows every payment transaction on the platform — successful payments, pending charges, refunds, and failures.
Search and Filters
Section titled “Search and Filters”| Control | What It Does |
|---|---|
| Search box | Filter by user name or username |
| All Statuses dropdown | Filter by status — All Statuses, Paid, Pending, Refunded, or Failed |
| All Methods dropdown | Filter by method — All Methods, Stripe, or Square |
| Export CSV | Download a CSV of the currently visible transactions |
All filters work together. The table header shows “Showing X of Y transactions” so you always know how many results match.
Transaction Table
Section titled “Transaction Table”Each row displays:
| Column | What It Shows |
|---|---|
| Checkbox | Select transactions for bulk export |
| Date | When the transaction occurred (relative time, e.g., “2d ago”) |
| User | Avatar with initials, full name, and @username |
| Plan | The plan type (currently always “Credit”) |
| Amount | Dollar amount of the transaction |
| Status | Transaction status badge |
| Method | Payment method badge (Stripe or Square) |
| Reference | Stripe payment ID or Square reference number (monospace) |
All columns with sortable headers can be clicked to sort ascending or descending.
Transaction Statuses
Section titled “Transaction Statuses”Paid — Payment was completed successfully.
Pending — Payment is being processed.
Failed — Payment did not go through.
Refunded — Payment was returned (e.g., invoice was voided).
Payment Method Badges
Section titled “Payment Method Badges”Stripe — Online payment processed through Stripe.
Square — In-person payment logged manually via Square.
Bulk Export
Section titled “Bulk Export”Select one or more rows using the checkboxes. A dark action bar appears at the bottom with the count and an Export button. Click Export to download a CSV of the selected transactions.
Invoices
Section titled “Invoices”The Invoices tab shows every invoice issued on the platform. Admins can filter, sort, mark invoices as paid, void them, and download PDFs.
Search and Filters
Section titled “Search and Filters”| Control | What It Does |
|---|---|
| Search box | Filter by user name, username, or invoice number |
| Status dropdown | Filter by status — All Statuses, Paid, Pending, Overdue, or Void |
Invoice Table
Section titled “Invoice Table”Each row displays:
| Column | What It Shows |
|---|---|
| Checkbox | Select invoices for bulk actions |
| Invoice # | Unique invoice number (e.g., INV-MMWF2GC5) in monospace font |
| User | Avatar with initials, full name, and @username |
| Amount | Dollar amount |
| Status | Invoice status badge |
| Issued | Date the invoice was created |
| Due | Payment due date |
| Plan | Plan type and tier name |
| Actions | Mark Paid and Void buttons (only for Pending/Overdue invoices) |
Invoice Statuses
Section titled “Invoice Statuses”Paid — Invoice has been paid in full.
Pending — Invoice has been issued and is waiting for payment.
Overdue — Invoice is past its due date and still unpaid.
Void — Invoice has been cancelled. Any linked transaction is marked as Refunded.
Row Actions
Section titled “Row Actions”For invoices with Pending or Overdue status, two action buttons appear:
| Action | What It Does |
|---|---|
| Mark Paid | Changes the invoice status to Paid and creates a corresponding transaction record |
| Void | Opens a confirmation modal, then marks the invoice as Void and any linked transaction as Refunded |
These buttons do not appear for Paid or Void invoices.
Voiding an Invoice
Section titled “Voiding an Invoice”Clicking Void opens a confirmation modal:
The modal shows the invoice number, user name, tier, and amount for context before you confirm.
Bulk Actions
Section titled “Bulk Actions”Select multiple invoices using the checkboxes. The bulk action bar at the bottom offers:
| Action | What It Does |
|---|---|
| Mark Paid | Bulk-mark all selected Pending/Overdue invoices as Paid |
| Void | Bulk-void all selected invoices |
Invoice Detail Panel
Section titled “Invoice Detail Panel”Click any invoice row to open a slide-out detail panel from the right side of the screen. The panel shows:
| Section | What It Contains |
|---|---|
| Header | Invoice number, user name, status badge, and payment method badge |
| Amount | Large dollar amount centered on a background card, with tier name |
| Details | User, Plan Type, Tier, Issue Date, Due Date, Paid Date, and Transaction ID |
| PDF Download | A button to download the invoice as a PDF file |
| Actions | Mark as Paid and Void Invoice buttons (only for Pending/Overdue invoices) |
PDF Download
Section titled “PDF Download”Click Download PDF to generate and download a professional invoice document. The PDF includes the FundedYouth Academy branding, invoice details, amount breakdown, and payment information. The file is named invoice-{number}.pdf.
Log Payment
Section titled “Log Payment”When someone pays in person at the FundedYouth storefront (using Square instead of online with Stripe), an admin needs to record that payment in the system. That’s what Log Payment does.
Click the + Log Payment tab to open the form. It’s a popup — not a separate page.
The Form
Section titled “The Form”How to Fill It Out
Section titled “How to Fill It Out”- Select User — Type a name, username, or email to search. Pick the person who paid.
- Credit Tier — Choose which credit plan they paid for. This fills in the amount automatically.
- Amount ($) — This gets filled in for you when you pick a tier. You can change it if needed.
- Payment Method — This always says “Square (In-Person).” You can’t change it because this form is only for in-person payments.
- Square Reference # (optional) — If Square gave you a receipt number, you can type it here. This helps you match it later if there’s ever a question.
- Admin Notes (optional) — Add a note if you want, like “Paid at front desk” or “Cash converted to Square.”
- Assign user to plan — Leave this checked. It links the payment to the user’s credit plan.
When everything looks right, click Log Payment.
What Happens Next
Section titled “What Happens Next”The system does a few things automatically:
- Creates a payment record showing the member paid
- Creates a matching invoice marked as paid (with the next invoice number, like INV-0003)
- Sets today’s date as the issue date, due date, and paid date
- Takes you back to the Transactions tab with a green success message
Next Steps
Section titled “Next Steps”- See how billing appears from the user’s perspective in Billing
- Review the Subscriptions section for managing plans, credit packs, and add-ons
- Check the Dashboard for a quick overview of revenue metrics