Billing administrators can track and pull reports on all payment data in Playground. This article will review how to locate reports and the functionality of each report available.
Generate a Billing Report
From your Admin Dashboard, navigate to the Reports tab on the left-hand side and select the Billing dropdown.
Choose your Report Type.
See the table below for a description of all report types.
Set your report parameters and then click Generate Report.
Reports generated within Playground can be customized by using the ⚙️ icon to add and reorder column headers.
Each report can be exported to CSV or printed by using the white buttons in the top right of the report after it has been generated. Below is a summary of each Billing Report Type.
Report Type | Summary | When to Use |
Accounts Receivable | Shows the total balance for each center for a given date. | When a director wants to see overall outstanding balances across the program.
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Accounts Receivable (detailed) | Shows the total balance for each family that has a balance. | When someone needs to follow up with specific families about amounts owed. |
Accounts Receivable Aging | Lists the amount of money that is owed per student and how late that payment is.
Amounts owed are categorized by if they were due 0-30 days ago, 30-60 days ago, 60-90 days ago, or 90+ days. 0-30 days indicates the money may not be overdue yet. | When prioritizing collections or understanding overdue timelines. |
Accounts Receivable Aging (Non Zero) | Lists the amount of money that is owed per student, and how late that payment is. Removes all rows with no aging balance. | When focusing only on families with overdue amounts. |
Check Deposits | Lists all checks. | When accounting for checks only that were recorded but not processed online. |
Deposits | Lists all cash and checks that are to be deposited into the bank for a given date range. "Other" includes all other offline payments. | When comparing offline money collected vs. bank deposits. |
Discounts | Summary and detailed view of discounts applied for a given period. | When reviewing how discounts impacted revenue. |
Forgiven Fees | Lists all forgiven fees forgiven on a given date range. | When explaining why a family’s balance decreased without a payment. |
Grouped Ledger | Ledger report with all transactions grouped by item and discount. | When someone wants a summarized breakdown of billing activity by item type. This is uploaded directly to QBO for the month-end close process. |
Grouped Transactions | Shows the amount of money billed and paid for each transaction item type. The Item types are pulled from your list of saved items. | When making category comparisons without full raw detail. |
Ledger | When generating this report, it will download a CSV file with every single transaction, this includes all charges and payments made.
Any column header with an ID is a Playground internal code.
Account codes can be customized under Settings > Payments in the Admin Dashboard.
The Fee column of this report refers to the Playground processing fees. If you entered an offline payment, you'll see the Type of payment made in the far right column. | When doing a deep audit or investigation where every row matters. |
Monthly Subsidy | Subsidies received in the last year, by month. | When analyzing subsidy trends and monthly receipts. |
Overdue Debits | List all payments that became overdue in a given date range. | When folks are inquiring when an account went off balance. |
Payment Methods | Lists the payment methods in Playground per student.
This report will let you know how many payment methods the student has on file, if the guardians have enabled autopay, the default payment method if there is more than one payment method on file, and the expiration date of the payment method. If a student has more than one payment method, they will only be listed once on this report with the default payment method.
To view the student's alternative payment methods, you will need to go to the student's Payment tab on their profile. | When a customer support question involves payment method setup or expiration issues. |
Payment Reversals | Lists failed ACH payments, refunds, and disputes within the given time frame | When reconciling or investigating payment issues. |
Payments by Family | Shows the total dollar amount of credits during a specific time period per family. This subtracts out all discounts | When someone asks, “How much did Family X pay this period?” |
Payouts | List all payout information by date. | When reconciling/comparing payouts within Playground to bank statements. |
Payouts - Debits | Lists all debits that were paid for in a payout between the selected dates. Used for reconciling payouts with debits. | When a finance lead wants to match a deposit to the charges that made it up. |
Received Subsidy | Subsidies received per time frame. | When reconciling agency payments received vs projected. |
Revenue | Shows the total dollar amount made in revenue during a specific time period per center. This subtracts out all discounts. | When an owner, director, accountant, or treasurer asks, “How much revenue did we earn this month/quarter?” |
Revenue & Enrollment Projections
| Forecast revenue and full time equivalence by month | When planning budgets, forecasting, or projecting future cashflow. |
Revenue Overview | Overview of revenue over time. This calculates gross collected revenue, which does not include any refunds or disputes. E.g. a $100 payment refunded $25 will show as $100 here. | When leadership wants to see trends/seasonality or revenue growth over time. |
Revenue Source | Groups the amount of money processed by each payment source per student, for a specific time period. The column headers across the top show each unique payment source with a total amount to the very right. | When someone needs to know which payment methods are contributing most. |
Revenue Summary | Downloads a CSV file to your computer for the specified date range. This report has three main sections: Revenue, Credit, and Payment. Each section has categories listed underneath with a total of the section at the bottom.
The Revenue section shows all sources of income per item type. These item types can be found in your Saved Items list under Billing > Overview. The Credit section shows any credits recorded for students using the Add credit button. The Credit section does not include discounts. The Payment section includes all Offline payments itemized by payment type. | When a finance lead needs detailed revenue by item type. |
Transactions | The Transactions report shows which charges have been paid off for a particular date range. The report shows three different dates:
| Use when someone asks “Which charges were paid and when?” |
Transactions (credits) | Lists all credit transactions at the school. | When a director only cares about payments received. |
Transactions (inc. unpaid) | Lists all transactions at the school, including unpaid debits. | When investigating both charges and unpaid balances together. |
How to Use the Transactions Tab to Filter and Generate Detailed Reports
💡 While the reports listed above are extremely useful, we've found that many providers can quickly access the specific information they need through the Transactions tab.
The Transactions tab offers two key tools to help you break down the information you need: the Filter option and the Gear icon. These features allow you to customize your view and easily access specific transaction details.
Filter Tool
The Filter tool makes it easy to find exactly what you need by allowing you to filter transactions by classroom, programs, due dates, and service start dates.
To access your transactions, navigate to the Billing tab on the right side of your screen and click on Transactions.
On the right side, you'll find the Filters button.
Clicking on Filters will provide options to refine your search by classroom, programs, due dates, and service start dates.
Classroom and Programs: These options allow you to break down the report by specific classroom and program.
Post Date, Due Dates and Service Start Dates: Use these to select a specific date or a range of dates for your report.
"Is Equal To" allows you to choose a single date.
"Is Between" lets you select a time period.
Private/Subsidy: Choose whether to show all transactions, only private pay, or only subsidy payments.
Once you've made your selections, click Done to save your changes, or click Reset to start over.
To download the report click Download view to the left of the filters button.
Gear Icon ⚙️
The Gear icon allows you to adjust the columns by adding or removing information. Customize your view to focus on the data that matters most to you, streamlining the way you manage and review transactions.
To access your transactions, navigate to the Billing tab on the right side of your screen and click on Transactions.
On the right side, you'll see the Gear Icon button. Click on it to customize your view.
To make a column visible, click the eye icon next to it.
Organize your columns by clicking and holding the six dots to the left of each title. You can easily drag and drop to rearrange them in your preferred order.
Your selected columns will save automatically. To close the settings, simply click the "X" button.
