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Close your month

Settle up with your instructors, check the month's result and export the numbers for your accountant.

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Once a month you settle up with your instructors, check what the barn made, and hand the numbers to your accountant. Most of it happens in Earnings and Finances, and only an admin can do it.

Close the month

  1. Open Earnings and switch to Clients. It lists everyone who still owes you money. A ride with an unpaid rider can't be settled, so collect what you can first — see Get paid what you're owed.
  2. Switch back to Instructors and open To settle. Pick an instructor on the left. Their unsettled rides and pass and voucher sales appear, grouped by day.
  3. Everything is checked. Untick anything you want to leave for later — a single ride, or a whole day, such as the first days of the new month.
  4. Check the bar at the bottom. Payout is what the instructor earned. Cash to me is the cash they hand over after keeping their payout; a minus means the barn owes them the difference instead. How money moves explains both.
  5. Click Settle [name], check the rides, payout and barn share in the confirmation, and confirm. Repeat for each instructor.
  6. Open Summaries, choose Month and use the arrows to reach the month you are closing. Click Export CSV. You get one row per instructor with their rides, takings, payout and salary — this is the file for your accountant.
  7. If riders pay you online, your accountant will also want the month's payments from Stripe. Open them with Open Stripe dashboard in Settings → Balance and online payments.
  8. Open Finances. On Overview, check the month's Result. Any fixed cost that hasn't come in yet shows with last month's amount — click it, correct the amount and click Save cost. For anything else the barn paid for, open Costs and click Add a cost. If Finances isn't in your menu, turn it on in Settings → Finances with Turn on Finances.

If something's off

  • A ride won't check. Hovering over it shows "Can't be settled yet — a rider still owes for this ride." Take the rider's payment at the ride — see Take payment at the ride. The ride becomes tickable once they've paid.
  • Settling stops with "Some selected rides have no rate in the compensation set". Add the missing rate in Settings → Compensation, then settle again.
  • You settled the wrong rides or the wrong person. Open Settled, click Reverse on that settlement, add a reason if you like, and click Reverse settlement. Its rides and sales go back to To settle, ready to settle again.
  • Finances says "We're not showing a result yet". Fixed costs from last month haven't been booked for this one. Add them from Overview. If one really won't come back, click Doesn't repeat on it.

What happens by itself

  • Settled rides and sales leave To settle and appear under Settled, with the date and who settled them. The instructor sees the same settlement in their own Earnings.
  • Instructor pay appears in Finances on its own, with a padlock — you never type it in. Your revenue from rides, passes and vouchers, boarding and extra services is filled in for you too.
  • Finances never locks a month. A cost you add next week, dated this month, still changes this month's result. A settlement, on the other hand, stays as it was until you reverse it — see What settling means.

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