Billing Reporting Dashboards Guide

Kangarootime offers a suite of powerful financial reports, including the Accounts Receivable Report, Account Summary Report, and Income Report, designed to help childcare centers and early learning facilities effectively manage their finances, optimize cash flow, and gain actionable insights into their financial health. If you are interested in other Kangarootime reporting needs, please refer to the Attendance Reporting Dashboard or Enrollment Reporting Dashboard guides.

Table of Contents:

Account Summary Report

Account Activity

Accounts Receivable Report

Billing Reconciliation

Income Report

Payments Report

Account Summary Report

The Account Summary Report provides a comprehensive view of financial activity across accounts, helping users monitor account balances. This report can be used to review tuition charges, credit adjustments, and payments without the need to navigate to individual account profiles. Users can customize the report based on their accounting preference.

Key Features:

1. Complete Financial Picture by Account
   • See all charges, payments, and balances by account in one place. Helps administrators monitor tuition and other charges, such as late payment fees and registration charges that may change the amount of an account's usual bill. 
2. Includes Starting Balances for Full Context 
   • Displays the starting balance, including all transactions from previous periods, for historical context. Useful for parent inquiries or financial reconciliation over time.
3. Flexible Financial Date Format Options
   • Billing History Date: Transactions are recognized on the date customers are billed. Payments are recognized on the scheduled processing date, or the created date if there is no scheduled processing date. 
   • Accrual Date: Transactions are recognized on the date the service is rendered. Payments are recognized on their selected applies date.
   • Cash Basis Date: Transactions are recognized on the itemized bill due date. Digital payments are recognized on their disbursement date; physical payments are recognized on their created date.
   • Effective Revenue Date: Transactions are recognized on the date the service is rendered or the date the transaction was created, whichever is later. Payments are recognized on their selected applies date.
4. Seamless Use
   • Access families' accounts directly from the report to navigate to a more detailed transaction history.

Purpose and Benefits:

Account Activity

The Account Activity report offers a high-level summary of financial and engagement events across accounts. It brings together key metrics from the Billing module, helping administrators quickly assess account health, track recent activity, and identify accounts that may require follow-up.

Key Features:

1. Latest Financial Activity 
   View the most recent payments, bills, and balances for each account.
2. Attendance Snapshot 
   Understand engagement by seeing attendance history alongside financials. 
3. Current & Outstanding Balances 
   Instantly identify which accounts are up to date, and which ones have outstanding totals that need attention. 
4. Account Status Filter 
   Useful for analyzing billing activity of accounts with future enrollments, enabling better outreach if needed.

Definitions: 
Account Outstanding Total Summary 
Outstanding Amounts + Amounts "to be billed" – Pending Payments 
Ideal for proactive financial oversight.

Outstanding Total by School 
Aggregates each school’s total of: Current outstanding balances + Future “to be billed” amounts

Purpose and Benefits:

• Monitor overall account health 
• Identify accounts needing billing follow-up or communication
• View comprehensive account activity in one place—payments, attendance, and balances

Accounts Receivable Report

The Kangarootime Accounts Receivable Dashboard offers a clear and detailed view into the collection performance and outstanding balances across a business. By tracking unpaid amounts and analyzing age of debt, this report supports targeted collection efforts. With this dashboard, you can stay on top of unpaid invoices, identify potential payment bottlenecks, and improve your cash flow management.

Key Features:

1. Collection Performance: Monitor the effectiveness of your collection efforts. Evaluate metrics such as debt collection efficiency and debt concentration risks to assess the number of days it takes to collect payments for each month and the risk of debt across accounts. 
2. Accounts Receivable Summary: Get an overview of your outstanding invoices and total accounts receivable. Monitor the average age of your receivables to identify potential collection issues and proactively ensure timely payments.
3. Aging Analysis: Debt is categorized by age, using either 7-day or 30-day aging intervals. This helps prioritize collections based on how long balances have been outstanding. Depending on the business’s billing cycle, they should toggle to their billing cadence.  
4. Collection Efficiency Insights: By highlighting overdue amounts and aging trends, the report provides a snapshot of collection effectiveness. Lower numbers indicate better efficiency. 
5. Flexible Filters: Users can refine the report view using filters such as:
   • Account Enrollment Status
   • Account Tags
   • Specific Account Search
6. Exportable: Click into the associated three-dot action button (view the location in the video below)

Purpose and Benefits:

• Debt visibility across schools
• What accounts are outstanding
• Which schools within a business have the highest debt
• Supports proactive and strategic collections
• Helps maintain healthy cash flow
• Aids in identifying at-risk accounts early

Billing Reconciliation

The Kangarootime Billing Reconciliation report provides a detailed overview that compares and matches the billed amounts with actual transactions, payments, and outstanding balances. It ensures accuracy in financial records by identifying discrepancies between invoiced amounts and received payments, helping businesses track returns, overcharges, or missed payments. The report includes data from both the billing system and payment records and serves as an essential tool for financial teams to verify the integrity of their accounting processes.

Key Features:

1. Undisbursed Payments: View paid payments that have yet to reach your business account to review any discrepancies between funds that have and have not yet been deposited.
2. Filtering: Sort information by a custom time period, by a certain school, and look into specific family accounts.
3. Account Detail: Access family accounts by clicking into their associated Bill ID #.
4. Exportable: Click into the associated three-dot action button (view the location in the video below)

Income Report

The Income Report offers a detailed breakdown of all revenue-generating transactions, giving administrators a clear view of how income is generated across various sources. Designed to support financial auditing and oversight, this report helps verify the accuracy of charges applied to customer accounts.

Key Features:

1. Revenue by Charge Type: Income is categorized by charge type (e.g., tuition, discounts, subsidies) to help identify and analyze different revenue streams. Any transaction types marked as “Tuition” will be displayed in the Tuition category.  
2. Transaction-Level Visibility: The report displays all transactions that have been added to accounts, providing a transparent audit trail for reviews. Forward balance line items that occurred in a different time period are excluded from the transaction breakdown. 
3. Revenue by GL Code: Understand the revenue generated by each GL Code (program, age group, discounts, etc.) within your center. This feature enables you to identify high-performing financial drivers and explore growth opportunities.
4. Revenue Trends: Track your revenue over time with easy-to-read graphs and charts. Identify seasonal patterns, growth trends, and fluctuations in revenue, empowering you to plan and adjust your budget accordingly.
5. Exportable: Click into the associated three-dot action button (view the location in the video below)

Purpose and Benefits:

• Enables in-depth analysis of what transactions are being added to accounts
• Supports internal audits
• Enhances transparency in billing and income tracking
• Helps identify trends or anomalies in billing

Payments Report

The Payments Report provides a view of all payments received within the selected data range and in the preferred financial data format. The report helps analyze payment activity at multiple levels, including:

• Business unit
• Individual school(s)
• Account level

Key Features:

1. Payment Summary - A high-level summary of payment activity within the selected time period, including:
   • Applied Amount -The portion of the payment that is credited directly to the account
   • Gross Amount -  The total amount credited to the account, including any processing fees
   • Processing Fees - Paid by the business or family account level)
   • Refunds - Refunds issued during the specified timeframe 
   • Net Amount - Gross Amount minus processing fees and refunds 
2. View Details - provides additional individual account-level payment information.  The payment summary and detail view are available to export to a spreadsheet.      
3. Export - Payment Summary and Detailed View can be exported to a spreadsheet for further analysis. 

Purpose and Benefits:

• View payment details in bulk
• Displays the breakdown of service fees 
• Date filters distinguish between processed and disbursed

Please contact helpdesk@kangarootime.com if you have any questions.