Billing monitor explained (Beta)

Work in progress

The functionality is being developed and currently available for Beta users. Docs on using the feature are being prepared.

Billing monitor is a prebuilt dashboard that brings your firm’s payments and invoices into one place. It shows what your firm invoiced, what it actually received and what clients still owe—broken down by account, account tag, team member and time period.

To open Billing monitor, go to Reporting > Dashboards.

Note

Billing monitor is part of New reporting (Beta)—the Reporting item in the left menu bar. New reporting is separate from the previous reporting section, now called Legacy reporting, and is built on new data models for payments and invoices. Your firm’s existing reports and dashboards remain in Legacy reporting.

Billing monitor at a glance

Billing monitor has five tabs. Each can be filtered by date period, account and whether archived accounts are included.

Here’s what you can do with Billing monitor:

• Review key metrics for any period—see the invoiced amount, gross revenue and total overdue on the Overview tab, compared to the same period a year earlier

• Track payments received—on the Payments tab, see every payment broken down by account, time period, payment method and who initiated it

• Track what you invoiced—on the Invoices tab, see the invoices posted in the period and how much of each has been paid, is still outstanding or is overdue

• Break results down by account tag—on the By tag tab, view payment and invoice figures grouped by tag to analyze results by client segment, office or service line

• See what clients owe and for how long—on the Accounts receivable tab, view all open invoices as of a selected date, with aging buckets showing how long each balance has been outstanding

To customize Billing monitor, make a copy of it and edit the copy.

Access and permissions

Billing monitor is available to anyone with the View reporting access right .

Note

The View reporting access right grants access to all billing figures on the dashboard—including invoiced amounts, payments and outstanding balances—even if the team member has no access to invoices or payments elsewhere in TaxDome. Keep this in mind when granting the access right.

Data refresh

A new payment or invoice usually appears on the dashboard within about 10 minutes. Records deleted in TaxDome disappear from the dashboard only after the next daily full rebuild, which runs at 5:00 am UTC.

Billing monitor tabs

Reports on all five tabs show only accounts, team members or periods with activity—rows with no invoices or payments are omitted rather than shown as empty. So a report table isn’t a full list of your accounts or team.

Note

All amounts are displayed in the currency set by your browser locale, not your firm’s settings in TaxDome.

Overview tab

The Overview tab shows what was invoiced, what came in and what is overdue.

Key metrics—three KPI tiles:

• Posted amount—total invoiced in the period, compared to the prior year

• Gross revenue—payments received in the period, minus refunds, before transaction fees, compared to the prior year

• Total overdue—the amount unpaid and past due as of the period end, across invoices posted in the period (no year-on-year comparison for this tile)

Money coming in—payments received, average payment amount and TaxDome’s technology fee for the period, each compared to the prior year. A column chart breaks payments down by time step (set by View by), split into online, offline and refunds, with a prior-year overlay. A donut chart shows gross revenue by payment provider and method combined—for example, TDP(Stripe), Credit or debit card.

What you invoiced—the number of invoices posted, average invoice amount and average days to pay an invoice for the period, each compared to the prior year. A column chart shows posted amounts by time step, split into recurring and one-time invoices, with a prior-year overlay. A donut chart shows the posted amount by current invoice status.

Note

Year-on-year comparison is turned off for periods longer than a year. The KPI tiles drop the comparison to avoid misleading results, and on column charts, the prior-year line falls to zero over the overlapping stretch.

Payments tab

The Payments tab shows who paid, how much and how.

Payments by account—one row per account showing the number of payments, gross revenue, offline total, online total and refunds for the period. Expand a row to see individual payments by payment ID. Refund amounts appear in red.

Account payments by [View by]—the same gross revenue shown as a pivot: accounts as rows, time steps as columns.

Offline payments by initiator and account—manual payments entered by a team member, grouped by the team member who recorded them. Columns include payment method breakdowns (check, cash, credit or debit card, bank debit) and a total. A Credit note column appears for reference only—credit notes aren’t added to the offline total. Expand a row to see the accounts underneath.

Online payments by initiator and account—payments processed by a payment provider, grouped by who initiated the payment. When a client paid on their own, the row shows [Paid by client]. For payments made through a payment link without logging in, it shows [Paid by link]. Otherwise, the team member’s name appears. Columns include payment method breakdowns (credit or debit card, bank debit, BNPL, terminal) and a total. Expand a row to see the accounts underneath.

Invoices tab

The Invoices tab shows what was invoiced in the period and how much has been collected.

Invoices by account—one row per account showing posted amount, paid, unpaid and overdue as of the period end. Overdue amounts appear in red. Expand a row to see individual invoices by invoice number.

Invoices by team member—the same columns, grouped by the team member assigned to the invoice.

Note

The invoice team member is the person assigned to the invoice, not the one who performed the underlying work.

By tag tab

The By tag tab shows payment and invoice figures grouped by account tag. It’s the only tab where the Account tag filter is active.

Payments by account tag and Invoices by account tag use the same columns as the account-level tables on the Payments and Invoices tabs, regrouped by tag. Accounts with no tags appear in a [No account tag] row.

Note

An account can have more than one tag. When it does, its figures are counted in the row of every tag it belongs to—so the rows can add up to more than your firm’s actual total. The table’s totals and subtotals count each account once and stay accurate.

Accounts receivable tab

The Accounts receivable tab shows what clients still owe and for how long. Both tables are a snapshot as of the To date—only that date applies, with no lower boundary from From.

Aged receivables by invoice posted date—every invoice with an outstanding balance as of the period end, one row per account. Aging buckets (0–30, 31–60, 61–90, 91+ days) split the unpaid amount by how long it has been since the invoice was posted. Overdue amounts appear in red. Expand a row to see individual invoices.

Because this table includes all open invoices—not only overdue ones—unpaid and overdue can be different figures. Invoices whose due date hasn’t passed yet are unpaid but not overdue.

Aged receivables by invoice due date—overdue invoices only. Here the aging buckets run from the due date rather than the posted date, so the unpaid, overdue and aging bucket totals are all the same figure.

Tip

Set To to a past date to run aged receivables as of a prior cutoff—useful for month-end reconciliation or year-end reporting.

How payments are counted

• Only successful payments are included. Failed and pending payments are excluded.

• Refunds are included and reduce the totals. A refund is counted only when both the refund date and the original payment date fall inside the selected period—a refund made inside the period for a payment taken before the period started is excluded from all figures.

• Credit notes aren’t payments: no money changes hands, so they’re excluded from all payment totals. The one exception is the offline payments table on the Payments tab, which shows credit notes in a separate informational column.

How invoices are counted

• Invoices with the status Unpaid, Partially paid or Paid are included

• Draft invoices, scheduled invoices not yet issued and pending proposals are excluded. A recurring invoice appears on the dashboard on the day it’s issued.

• Invoices with a zero total are excluded

• All invoice amounts include tax

• Invoices fall into the period by their posted date—the date the invoice was issued, not when it was scheduled to be sent or paid

• The Paid, Unpaid, Overdue and aging bucket figures are all calculated as of To, not as of today. The dashboard reconstructs the state of each invoice as it stood at that date: an invoice paid after To appears as unpaid. This means a single row can show two states at once. An invoice posted in January, still open on June 30 (To), but paid in full in July shows Unpaid in the balance columns—while its Invoice status, which always reflects today’s state, shows Paid.

• The due date is the posted date plus the number of days set in your firm’s settings (5 by default). Once that date passes, an invoice is considered overdue. Overdue isn’t a separate status—an overdue invoice keeps its Unpaid or Partially paid status, which is why the Invoices by status chart has no overdue slice.

Note

Invoice statuses and totals, account names, tags and the team members assigned to invoices are always shown as they are today, regardless of the selected period. A record edited after the fact appears in past periods with its current values.

Billing monitor filters and parameters

Use filters and parameters to tailor the dashboard to your needs. Parameters (From, To and View by) change what the reports calculate. Filters (Account, Account is archived and Account tag) narrow down which records the reports include.

Note

Filters narrow each other’s value lists. For example, if you select a few accounts, Account tag offers only the tags those accounts have. Parameters don’t affect which values the filters offer.

Period parameters

Two date parameters, From and To, control the period the dashboard shows. By default, the period runs from the start of the current year to today.

To set a date parameter:

1. Click the parameter you want to change at the top left of the page.

2. Choose the date type: Fixed (a specific date) or Dynamic (today, yesterday or a relative period).

3. Set up the date.

4. Click Apply.

To reset a single parameter to its default value, click Reset to Model Default.

The View by parameter—day, week, month, quarter or year (month by default)—sets the time step for charts and tables that break data down over time.

On the Accounts receivable tab, only To applies—that tab is a snapshot with no lower boundary from From.

Note

Relative values like “today” and “start of this year” are resolved in UTC, not your firm’s time zone. Use fixed dates if you need exact period boundaries.

Account filters

• Account—narrows all reports to one or more specific client accounts. Available on all tabs. Use it to pull figures for a single client or compare a small set of accounts.

• Account is archived—archived accounts are included in all reports by default. Use this filter to exclude archived accounts from the results, or to view only archived accounts.

• Account tag—available only on the By tag tab. Filters the tag-grouped tables to specific tags.

The Account filter lists only accounts with at least one payment, and Account tag lists only the tags those accounts have. To filter by an account that has been invoiced but never paid, type its name in Add values in bulk—the filter applies as usual.

To set an account filter:

1. Click the filter you want to change at the top left of the page.

2. Choose whether to Include or Exclude the selected accounts.

3. Select accounts.

4. Click Apply.

To show all accounts in the list regardless of other applied filters, toggle on Show unfiltered values.

Note

Selecting many accounts at once, or using the Account and Account tag filters together, can make the dashboard load slowly or time out—invoice reports are affected most. Where possible, use fewer values or apply these filters separately.

To reset all parameters and filters to their default values at once, click Reset to default at the bottom of the dialog.

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