How to Create Payment Reports

Who uses this: Admins have Full Reporting access, and Team Managers can be given it. Service Agents and Limited Agents do not have Full Reporting access. Availability: All regions.

A payment report is built from the Payments tab in raw data reporting, and it pulls your recorded payments — amount, method, date and time, the customer, and the invoice and job each payment is attached to — into one table. That table is how you reconcile what came in over a date range.

Overview

A payment report answers one question about the money you collected: which payments match the conditions you set. Use it to break down collected payments by method, by the team member who recorded them, or by customer, and to match payments back to the invoices and jobs they paid. Building a payment report follows the same path as every other raw data report — set a date range, choose the columns, set filters, then read the table. Payment reporting is part of FieldPulse’s dashboards and reporting. For the parts of the reporting flow that are the same on every record type — saving a report, adding it to your dashboard, and exporting to CSV — see How to Use Raw Data Reporting.

Video walkthrough

Video walkthrough: Creating a report in raw data reporting

Before you begin

Record the payments you want to report on. See How to Collect Payments: 3 Methods.
Check that your role has reporting access. An Admin has Full Reporting access; a Team Manager needs Full Reporting access turned on.

Set the date range

The payment report uses one start date range, which you set before you load the data.

Select Reporting under the Management tab in the left-side menu.
Select the Payments tab, then select Raw Data.
Select the calendar icon and choose the start date range you want to report on.
Select Load Data.

The Start Date Range calendar in raw data reporting, with preset ranges from Today through Last 30 Days listed beside two month calendars

The invoice and estimate reports open with a date type to choose first — the payment report does not. The calendar offers these presets:

Preset	Date range
Today	12:00 AM to the current time
Yesterday	The previous day, 12:00 AM to 11:59 PM
This Week	Monday through Sunday of the current week
Last Week	The previous week
Last 7 Days	The previous seven days, including today
This Month	The first of the current month to the current day
Last Month	The entire month before the current month
Last 30 Days	The previous 30 days, including today
Custom	Start and end dates you select on the calendar

Choose your columns

Select Columns to choose which payment fields appear in the report table and the order they appear in.

The Columns panel open in raw data reporting, with a checkbox for each report field and the Columns button highlighted in the toolbar

The payment report includes these columns by default:

Column	What it holds
#ID	The payment number
Amount	The dollar amount of the payment
Method	The payment method
Payment Status	The status of the payment: Processing, Succeeded, Failed, Completed, or Cancelled. It matches the Payment Status column on the Payments page.
Customer	The customer linked to the payment
Created At	The date and time the payment was created
Created By	The author of the payment record
Notes	Notes on the payment record
Reference	The payment reference ID
Parent Job — Job Title	The title of the linked job record
Parent Job — Created By	The author of the job record
Parent Job — Assigned Team Members	Team members assigned to the job
Parent Job — Assigned Teams	Teams assigned to the job
Parent Invoice	The related invoice record
Refunds	The dollar amount of refunds issued
QuickBooks Originated	Yes or No, indicating whether the record originated in QuickBooks
QuickBooks Class	The QuickBooks class, if you sync with QuickBooks
Customer — Custom Fields	User-created fields related to the customer record
Customer — Customer Phone	The customer’s primary phone number
Customer — Customer Email	The customer’s primary email address
Customer — Customer Phone 2	The customer’s secondary phone number
Customer — Customer Email 2	The customer’s secondary email address
Customer — Customer Assigned To	The user assigned to the customer record
Customer — Customer Lead Source	The lead source on the customer record
Customer — Customer Pipeline Status	The customer’s custom sales pipeline status
Customer — Customer Next Steps	Next steps listed on the custom sales pipeline
Customer — Customer Notes	Notes on the customer record
Customer — Customer Job Notes	Job notes on the customer record, automatically inserted onto job records
Customer — Customer Created Date	The date and time the customer was added to FieldPulse
Customer — Customer Tags	Tags attached to the customer record

Each payment attempt is its own row. If a payment fails and a later attempt succeeds, the report shows two records, one Failed and one Succeeded. Retries on recurring billing invoices also appear as separate rows.

Payments processed before payment statuses were released do not have a status.

Set your filters

Before running the report, set filters to narrow the results. Select the Filters icon, then choose how you want to filter the report.

The Filters panel open in raw data reporting, with an expandable list of report fields and the Filters button highlighted in the toolbar

Most fields filter by contents — you choose an operator and enter a value. The Filters panel offers these fields:

Field	How you filter
#ID	Filter by contents
Method	Select the payment method
Customer	Filter by contents
Created At	Filter by date
Created By	Filter by contents
Notes	Filter by contents
Reference	Filter by contents
Payment Recorded Date	Filter by date
Refunds	Filter by contents
Parent Job — Job Title	Filter by contents
Parent Job — Job Status	Select the status
Parent Job — Created By	Filter by contents
Parent Job — Assigned Team Members	Filter by contents
Parent Job — Assigned Teams	Filter by contents
Parent Invoice — Parent Invoice Status	Select the status
Parent Invoice — Parent Invoice Total	Filter by contents
Parent Invoice — Parent Invoice Tax Rate	Filter by contents
Parent Invoice — Parent Invoice Tax Amount	Filter by contents
Customer — Customer Phone	Select the phone number
Customer — Customer Email	Select the email address
Customer — Customer Phone 2	Select the phone number
Customer — Customer Email 2	Select the email address
Customer — Customer Assigned To	Filter by contents
Customer — Customer Lead Source	Select the lead source
Customer — Customer Pipeline Status	Select the status
Customer — Customer Next Steps	Filter by contents
Customer — Customer Notes	Filter by contents
Customer — Customer Job Notes	Filter by contents
Customer — Customer Created Date	Filter by contents
Customer — Customer Tags	Filter by contents
Related Project — Related Project Status	Select the status

Filter operators

When you filter by contents, choose an operator and then enter the values to filter the data on.

Operator	Retrieves data	Example	Data retrieved
Equals	Equal to a specified value	Created By - Equals Tom Gause	For all payments recorded by Tom Gause only
Not Equal	Different from a specified value	Customer Tags - Not Equal to HVAC	For all payments except those from customers using the HVAC tag
Less Than	Lower than a specified value	#ID - Less than 1144	For all payments below #1144
Less Than or Equal To	Lower than or equal to a specified value	Created At - Less than or equal to 12/13/2023	For all payments created on or before 12/13/2023
Greater Than	Greater than a specified value	Refunds - Greater than 0	For all payments with a refund issued
Greater Than or Equal To	Greater than or equal to a specified value	Created At - Greater than or equal to 1/1/2024	For all payments created on or after 1/1/2024
In Range	Including and between two specified values	Parent Invoice Total - Between 100 and 500	For all payments on invoices totaling between $100 and $500
Starts With	Begins with a specified value	Notes - Deposit	For all payments whose notes begin with Deposit
Ends With	Ends with a specified value	Customer - LLC	For all payments from customers whose name ends with LLC
Blank	No values are in the field	Reference	For all payments with no reference ID
Not Blank	Values in the field	Job Title	For all payments with a parent job

Common payment reports

Three payment reports come up most often. Each one is the same report grouped a different way — drag the column you care about into the grouping area, and keep that column in the report.

Report	What it shows	Columns	Group by
Payments by method	Payments sorted by payment method	Customize to your needs, but include Method	Method
Payments by team member	Payments sorted by the team member who recorded them	Customize to your needs, but include Created By	Created By
Payments by customer	Payments sorted by customer	Customize to your needs, but include Customer	Customer

Video walkthrough: Building payments by method, by team member, and by customer

Your payment report is working when the table returns the payments you expected for the date range, shows the method, customer, and invoice columns you selected, and lists them under the method, team member, or customer you grouped by.

FAQs

What’s the best way to pull a report for deposits? FieldPulse doesn’t have a dedicated deposits report, so you identify deposits inside your other revenue reports. Tag the Job, Estimate, or Invoice record with something like Deposit or Initial Payment when you apply the payment, then filter your revenue report by that tag. You can also add a note like Initial Deposit to the payment record and filter the exported spreadsheet by that note. Can I save a payment report to use again? Yes. Select Save as Report, then Save as New to store it under Select Report, or Save as Widget to add it to your Pulse Dashboard. See How to Use Raw Data Reporting for the full saving flow. Can I export a payment report to a spreadsheet? Yes. Select Export CSV to download the report currently on your screen as a CSV file to your device. See How to Use Raw Data Reporting for the full export flow.

Getting Started

Customers & CRM

Jobs, Projects & Field Work

Estimates & Invoices

Payments & Financing

Scheduling & Dispatch

Inventory & Materials

Reporting & Analytics

Team, Account & Settings

Add-Ons & Premium

Integrations

Troubleshooting & Reference

Training & Resources

Overview

Video walkthrough

Before you begin

Set the date range

Choose your columns

Set your filters

Filter operators

Common payment reports

FAQs

​Overview

​Video walkthrough

​Before you begin

​Set the date range

​Choose your columns

​Set your filters

​Filter operators

​Common payment reports

​FAQs

​Related articles

Overview

Video walkthrough

Before you begin

Set the date range

Choose your columns

Set your filters

Filter operators

Common payment reports

FAQs

Related articles