Famly has a collection of comprehensive reports to help you monitor payments, track payouts, and reconcile accounts efficiently. Understanding and using these reports is essential for accurate financial management, spotting potential issues quickly, and keeping your accounting records up to date. With these tools, you can manage day-to-day payment activity, track fees, and export detailed data for analysis or auditing.
Available Payment Reports on Famly
Famly offers three main reports for managing payments:
In-app Payment Payouts Report
Tracks the status of payments from initiation to payout
Shows payments that are processing, completed, or paid out
Ideal for daily monitoring of your incoming payments
In-app Payment Fees Report
Provides monthly fee invoices
Breaks down fees by transaction
Essential for accounting and VAT returns
Payments Overview Report
Displays all payment transactions with filtering options
Includes export capabilities for detailed analysis
Provides a complete history of transactions
Additional Tool: Payment Import
Record external payments such as bank transfers or cash
For more details, see Payment Import
Accessing Payment Reports
All payment reports are available from Finances → Reports. You must have the Manager or Admin role with finance permissions enabled to access these reports.
In-app Payment Payout Report
The In-app Payment Payout Report tracks the full journey of payments, from the moment they are initiated until the funds reach your bank account. This report is essential for reconciling payments and ensuring that all transactions are accounted for correctly.
To access the in-app payments payout report:
Navigate to Finances → Reports and select In-app Payment Payouts.
Understanding the in-app payment payout report
The report is divided into four main sections, each representing payments at different stages:
Section 1: Started
What you will see:
Payments that have been initiated but not yet completed
Direct Debit payments during their 4-day processing period
Tax-Free Childcare payments in transit
Card payments currently being processed
Status indicators:
"Processing" indicates that the payment is moving through the banking system
Displays the payment amount and initiation date
What to monitor:
Check for any payments that have been in this stage longer than expected. Refer to Payment Timelines & Payouts for typical processing times by payment method.
Section 2: Completed
What you will see:
Payments that have successfully completed
Funds that are in your Stripe account
Payments waiting for the next bank payout
Any adjustments, such as disputes or late failures
Meaning of "Completed":
The parent’s bank has confirmed the payment, and the funds are secured. They will be included in your next scheduled payout but have not yet reached your bank account.
About adjustments:
Positive amounts represent normal payments
Negative amounts indicate disputes, chargebacks, or corrections
What to check:
Ensure expected payments appear here, review any negative adjustments, and note when payouts are scheduled.
Section 3: In Payout
What you will see:
Payments currently being transferred to your bank
Scheduled payouts awaiting processing
Payouts that are actively on their way
Status indicators:
"Pending" – Scheduled but not sent yet
"In Transit" – On the way to your bank
"Paid" – Arrived in your bank account
What to check:
Cross-reference the "Paid" entries with your bank statement to verify that funds have arrived.
Section 4: Payouts
What you will see:
A list of all past and future payouts
Each payout represents one transfer to your bank
Format:
Date, total amount, and fees are displayed. For example: "£1,850.00 (£35.40)" indicates that £1,850 was sent after £35.40 in fees
Clicking a payout allows you to:
See all payments included
View the fee breakdown
Verify individual transactions
What to check:
Match payouts to your bank statement and use the detailed view for reconciliation when necessary.
Using the Payout Report for Daily Monitoring
A quick daily check (approximately five minutes) can help you stay on top of payments:
Open the payout report
Review the "Started" section for payments stuck longer than expected
Check the "Completed" section for unexpected negative amounts and ensure expected payments are listed
Verify the "In Payout" section to confirm that yesterday’s payouts have arrived
Resolve any issues identified
In-app Payment Fees Report
The In-app Payment Fees Report provides a monthly breakdown of fees for accounting, budgeting, and VAT purposes. It helps you understand processing costs and ensures accurate financial records.
To access the in-app payments fees report:
Go to Finances → Reports and select In-app Payment Fees.
On the in-app payments fees report, you'll see:
Monthly invoices:
Each month is listed separately
Click on a month to view the detailed fee invoice
Invoice details include:
Date of each payment
Payment amount
Fee charged
VAT on the fee
Total deduction
Example line:
1 May 2025 - £100.00 payment Fee: £1.70 VAT (20%): £0.34 Total: £2.04
Why the fees report is important
Accounting:
Fee invoices are necessary for accurate bookkeeping and understanding net income.VAT Returns:
If your setting is VAT-registered, VAT on processing fees can be reclaimed. Keep these invoices for VAT reporting.Budgeting:
Understanding fees helps you plan finances and select cost-effective payment methods.
For full details, see Payment Fees Explained.
Payments Overview Report
The Payments Overview Report gives a complete view of all transactions (including fees, IDs and dates) with advanced filtering options. It allows you to monitor payment activity, track individual parents, and identify potential issues quickly.
To access the payments overview report:
Go to Finances and click Payments.
Available Filters
Transaction Status:
Pending
Processing
Completed
Failed
Requires Validation
Disputed
Refunded
Payment Method:
All Methods
Cards
Direct Debit
Tax-Free Childcare
SEPA (Ireland)
Date Range:
Custom date selection
Quick options (This Week, This Month, etc.)
Search:
By parent name
By amount
By reference
What You Can Do With This
Locate specific payments using filters and search
Monitor payment status to identify issues quickly
Track a parent's complete payment history
Export data for analysis or record-keeping
Exporting Data
How to Export Payments
Steps:
Go to Finances → Payments
Set your filters:
Date range
Payment method
Status
Click Export
Choose your format:
CSV (compatible with all spreadsheet programs)
Excel (native Excel format)
Open in your preferred spreadsheet program for analysis or reporting