Time To Pet contains robust sets of financial data and provides various reports to help our customers view their businesses from different angles. Sometimes, it may seem like the numbers given in various areas don't match up. In this article, we will explain how to identify what is being calculated in each screen or report within Facility, and break down the most common discrepancies our customers need assistance with.

In Time To Pet, revenue is the total amount charged to clients after invoice discounts have been prorated and deducted. It does not include taxes, tips, or deductions for payment processing fees. Revenue totals are based on the date of the line items within invoices and do not take into account the date or due date of the invoice itself. In addition, revenue totals do not take into account whether or not an invoice has been paid. Each Revenue Report looks at a different set of data, as shown below.

Including Revenue By Segment Over Time, Client Revenue Over Time, Total Client Revenue, WoW/MoM Revenue By Client, Top Clients, and Referrals

Including Revenue By Service, Client Revenue By Service, User/Staff Revenue, and User/Staff Revenue By Service

Including Revenue By Package

Payment Reports detail any payment recorded on a client account, including credit card payments, debit card payments, ACH payments, manual payments that were received outside of Time To Pet, credits, and open payments. Payment totals are based on the date the payment was entered and do not take into account the date or due date of any invoice(s) they are applied to, nor are they tied to any individual event or line item within an invoice. The totals given in the Payment Reports do not include any deductions for payment processing fees.

The Credit report lists any credits applied to client invoices within the specified period of time. Totals are based on the date the credit was applied and do not consider the date or due date of the invoice(s) they are applied to. This report does not include unused credits that are available in a client's credit balance and only includes credits that have actually been applied to invoices. Credits are not actual money you have received from a client but rather monetary amounts you "gifted" your client to use towards services.

The Gift Cards report lists all Gift Cards purchased and is based on the date of purchase. The totals listed may or may not be actively applied to invoices.

The Payments - All report includes all actual money received by clients, including credit and debit card payments, ACH payments, and manual payments that are recorded on a client's account. This report does not include credits that have been applied to invoices. Payments listed in this report may or may not be actively applied to an invoice and do not take into account the date or due date of any invoices, events, or line items.

The Payments - Applied report includes all payments that are actively applied to an invoice, including credit and debit card payments, ACH payments, manual payments, and credits. The totals for these payment amounts, as well as the total amount of taxes and tips collected, are based on the date of the payment and do not take into account the date or due date of any invoices, events, or line items and they can be found along the top of the report.

Above the Payments - Applied report is a strip of data containing more detailed tax and tip information.

This strip of data is based on the total of payments applied to invoices that charged for taxes. In the above example, there is a $50.00 payment applied to invoice 000123 and a $79.55 payment applied to invoice 000126. Invoice 000123 has a total due of $411.95, with the following tax and tip charges:

This invoice is roughly 12.14% paid. So, to determine how much of the $50 payment is made up of taxes and tips, we can calculate 12.14% of the $24.50 tax charge and $37.45 tip. We get $2.97 and $4.55.

Meanwhile, a $79.55 payment was applied to invoice 000126, which has a total due of $95.60. It had the following tax and tip charges:

This invoice is roughly 83.2% paid. So, to determine how much of the $79.55 payment is made up of taxes and tips, we can calculate 83.2% of the $5.60 tax charge and $10 tip. We get $4.66 and $8.32.

Together, the tax collected from the two invoices comes to $7.63, and the tips collected from the two invoices come to $12.87. The total payment collected, minus the tax and tips, comes to $109.05. These totals are reflected at the very top of the report:

The Payments - Open report includes all actual money received by clients that is not actively applied to an invoice, including credit and debit card payments, ACH payments, and manual payments. Totals are based on the date of the payment and do not take into account the date or due date of any invoices, events, or line items. Open payments are actual money you have received from clients and do not include any unused credits that are available in a client's account.

The Refunds report includes all refunds issued to clients via credit card, debit card, ACH, and manual payments and is based on the date the refund was issued. Totals do not take into account the date or due date of any invoices, events, or line items.
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The Sales Report in Time To Pet looks at invoices as a whole and is based on the date or due date of the invoice. You can choose to include only paid invoices with a $0 balance due or all invoices regardless of the balance due. The resulting report will break down each invoice and show you the subtotal, any discount applied, any taxes charged, the tax rate applied, tips added, the total invoiced amount, and the balance due for each individual invoice within the specified date range as well as the totals for all invoices combined.

The Invoice List displays three totals at the top of the screen: Unpaid, Paid, and Past Due. All three totals are determined by the Due Date on each invoice:

The Unpaid total includes the total of all invoices with a balance still due, even if an invoice is partially paid. For example, if an invoice has $100 in charges, and $50 of that has been paid, the entire $100 would still be calculated as Unpaid.

The Paid total includes the total of all invoices that are paid in full.

The Past Due total includes only the remaining balance due on invoices that are past the due date. For example, If an invoice that was due 3 days ago has $100 in charges, and $50 of that has been paid, only $50 would be calculated as Past Due.

The Payouts tab in the Time To Pet Payments Dashboard includes two sets of data. Payouts in Time To Pet are grouped and sent based on your selected payout schedule. Instead of receiving a payout for each individual charge, payments are aggregated and deposited according to the schedule you set. For example, if your payout schedule is weekly, all payments processed since the last payout will be grouped and deposited on the designated day of the week. This means the payout amount you receive may not match the total charges for a specific day.

Upcoming Payouts lists money you have received from clients via debit, credit, and ACH payments via Time To Pet Payment Powered By Stripe but have not yet been included in a payout to your bank account. The amounts shown are what is estimated to be deposited to your bank account after processing fees have been deducted, and the amounts can change as more payments are processed and refunds are issued. The dates listed on upcoming payouts are also estimated and can be affected by bank holidays, weekends, and your configured payout frequency.

Just below the Upcoming Payouts section, there is a graph that shows the total gross payments "Processed" that were included in payouts sent to your bank account in the specified period of time. The "Fees" are the fees that were deducted from the gross payment amount before being sent to your bank account. The totals in Sent Payouts are based on the date the payout was initiated and do not take into account the date of the included payments;

Below the graph is a breakdown of each individual payout within the specified period of time and lists the gross payment amount, fees, and net payout amount after fees were deducted. To see which client payments were included in each payout, click the blue "Full Report" button to the right of each payout, which will list each individual client payment included in the payout and show the gross payment amount, fees, and net payment amount for each.

The Payments tab in the Time To Pet Payments Dashboard contains a list of all credit, debit, and ACH payments charged in the specified period of time and shows the total charged and the processing fee deducted from that charge. The payments listed are based only on the date the payment was made and do not take into account the date it was included in a payout, the date or due date of any invoices the payment is affiliated with, nor the date of any events or line items on those invoices. The payments listed here were processed by Time To Pet Payments Powered By Stripe and do not include any manual payments entered on a client account.

If you want to change how often you receive payouts, you can update your payout schedule in the app:

The Pay Center contains three tabs with different sets of data:

The Shift Report tab allows you to generate a report that contains all of the clock in and out data from the shifts that you assign to your staff that they clock in and out of. This easily lets you see the time each staff member has worked so that you can download and export it to your preferred payroll processor.

For the date range that you specify, the Shift Report will list the name of the staff member, the numbers of shifts they worked in said date range, the total number of minutes they worked, and the total number of hours. The specific source data will be included beneath that initial report so that you can look at individual shifts as needed.

The Tips tab includes two sets of data:

The "Non-Disbursed Tips" section lists all tips that have been added to a client invoice but have not yet been disbursed to a staff member/user.

The "Disbursed Tips" section lists all tips that have been disbursed to staff members/users.

The Tip Report tab includes three different Tip Reports: Tips Over Time, Tips By User, and Tips By Client. Each report provides the total tips disbursed based on the date filter chosen. Tips are not included in any of these reports if they are not yet disbursed.

When filtered by Invoice Due Date or Invoice Date, only tips included on client invoices with a due date or date between the specified dates will be shown.

When filtered by Pay Period Start or End, only tips that are included in a pay stub/user invoice with a pay period start or end date between the specified dates will be shown.

When filtered by Tip Disburse Date, only tips that were disbursed between the specified dates will be shown.

Now that you have a description of the sets of data you're looking at, it's time to compare those differences. Here are some examples from actual support tickets we have received:

A customer was looking at the Revenue Over Time report and the Revenue By Service report from April 4th, 2021, through April 10th, 2021. Revenue Over Time showed a total of $1,126, while the Revenue By Service total showed a total of $788.50. Why was there a #337.50 discrepancy?

Using the descriptions of these two reports, we know that Revenue Over Time includes all line items on an invoice including the primary service, add-on services, extra fees, packages, and custom line items. However, the Revenue By Service report does not include custom line items or packages. This indicates that there are $337.50 in package line items and/or custom line items that are dated between April 4th and April 10th.

To confirm this, we first ran a Revenue By Package report and quickly saw that there were $337.50 in packages in that date range, confirming the reason for the discrepancy.

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A customer was looking at the Revenue Over Time and Payments - Applied reports for July 2022. Revenue Over Time showed a total of $10,335.00 and Payments - Applied showed a total of $12,443.53. Why is there a $2,108.53 discrepancy?

Using the descriptions of each report, we know that Revenue Over Time is the total charged to clients for all primary services, add-on services, extra fees, packages, and custom line items and is based on the dates of the line items and does not include tips or taxes, nor does it consider whether or not an invoice has been paid for; whereas the Payments - Applied report is a total of payments that are applied to invoices and is based on the date of the payment. This means that for this example, the Payments - Applied report includes all payments that are dated between July 1st and July 31st, regardless of what the dates are on the line items within the invoices they are applied to, while the Revenue Over Time report is looking at the line items on an all invoices dated July 1st - 31st.

To dive into the actual discrepancy to exemplify this, we can look at the invoices listed on the Payments - Applied Report:

In this example, the first invoice on the list had a $200 payment applied to it that was dated July 1st, and all of the events within that invoice had dates between June 7th and June 29th. There was also $9 in taxes and an $11 tip added:

For this invoice, we can see that $180 would be counted as Revenue for June 7 - 29, and $200 would be counted as an Applied Payment for July 1st. In other words, the $180 would not be included in the Revenue Over Time total for July 1st - 31st, but the $200 payment would be included in the Payments - Applied total for the same date range.

Another way to exemplify the discrepancy is to look at invoices with events scheduled in July on an invoice with a payment that was applied in a month other than July:

The above example shows that $360 would be included in July's Revenue Over Time total. Still, the $378 payment would not be included in July's Payments - Applied total since it is dated August 5th.

A customer was looking at the "Paid" total on the Invoice List and the "Processed" total on the Payouts Tab of the Time To Pet Payments Dashboard. The Paid total on the Invoice List showed $1,007,440.80, and the Processed total in the Time To Pet Payments Dashboard was $796,943.17. Why was there a $210,497.63 discrepancy?

Looking at the descriptions of each set of data, we know that the Paid total on the Invoice List looks at the total amount of payments applied to invoices that are paid in full. In contrast, the Processed total on the Time To Pet Payments Dashboard looks at the total gross payments processed by Time To Pet Payments that were included in a payout. This means that the total shown in the Invoice List includes not only credit card and ACH payments that were processed by Time To Pet Payments but also manual payments and credits as well.