What reports should I monitor to run an efficient center?

We run coworking spaces ourselves, and in our own locations our Community Managers complete a series of monthly checks before the billing sweep. These checks help answer key questions such as:

• Are any Recurring Billings dated in the past?
• Does every active member have a Recurring Billing set up?
• Do all non-monthly plans have a Sweep that properly counts day passes?
• Have any reservations been made under a co-member’s name that weren’t billed?

We’ve attached the spreadsheet our team uses to track these reviews each month (located at the bottom of this page).

Regularly reviewing these reports will help ensure your center is running efficiently and that nothing slips through the cracks:

Recurring Billings Report — Order by "Next Bill Date"

1. Go to REPORTS > RECURRING BILLINGS REPORT
2. Under OPTIONS, locate the Order By field and select Next Bill Date from the dropdown
3. Confirm there are no Next Bill Dates in the past. If there are, the Recurring Billing will NOT automatically charge again.
   • This situation can occur if a new Recurring Billing was entered after the monthly sweep took place, but before payments were processed on the 1st of the following month.
4. Review the report carefully to confirm it makes sense—ensuring that no one is receiving services without being billed for them.

Recurring Billings Report — Order by "Company"

1. Go to REPORTS > RECURRING BILLINGS REPORT
2. Order By → Company
3. Confirm that all companies with a non-monthly recurring billing also have a second recurring billing set to bill monthly. 
   • If they do not, additional services such as day passes, reservations, printing, and other additional charges will not be billed.

Membership Report + Recurring Billings Report — Order by "Company"

1. Go to REPORTS > MEMBERSHIP REPORT REPORT. Under SELECT MEMBERSHIP, choose Active Members and Order By → Company
2. In a new tab, go to REPORTS > RECURRING BILLINGS REPORT and Order By → Company
3. Confirm there is a Recurring Billing for each member. 
   1. If you see a member without a Recurring Billing, do you have a reason for wanting them to be an active member without one? 
   2. If not, update their Status under MEMBERS > VIEW/EDIT PROFILE in the MEMBERSHIP section.

Reservation Report + Membership Report — Order by "Company"

1. Go to RESERVATIONS > RESERVATION REPORT and pull the report for the previous billing period
2. In a new tab, go to REPORTS > MEMBERSHIP REPORT and Order By → Company
3. Scan the reservation report for for a name that is NOT the primary Member name listed on the Membership Report for that company. 

Availability Report

1. Go to REPORTS > AVAILABILITY REPORT
2. Confirm your available/unavailable spaces are accurate
3. Confirm you have a Full-time Price entered for every space available to be purchased full time. 

Accounts Receivable Report

1. Go to REPORTS > ACCOUNTS RECEIVABLE REPORT
2. Confirm you are collecting all of your receivables before the start of the next month.

Credit Balance Report

1. Go to REPORTS > CREDIT BALANCE REPORT
2. Confirm there are no credits (or overpayments) sitting on an account that don’t belong there. Common reasons credits may appear include:
   • A payment was applied without a charge posted against it. 
   • A discount was added, but never used. 
   • A prorated charge was applied, but the member paid the full amount. 
   • A pre-payment was taken, but then a new order with its own charge and payment was entered.

Write Off Report

• Go to REPORTS > WRITE OFF REPORT
• Review what has been written off over a period of time to be sure it is all approved.