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Hi everyone and welcome to this SwiftFox Masterclass. In this session we're going to look at financial summary custom fields - what they are, why you should use them, and how to set them up in a way that actually delivers value day to day.

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Financial Summary fields let you surface meaningful financial insights directly on a contact or organisation record, without needing to run reports, export data, or jump between screens.

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At their core, financial summary fields are calculated fields. Instead of storing a value that someone has to maintain manually, they automatically calculate totals or counts based on successful receipts linked to a person or organisation.

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This is especially useful when you want quick answers to questions like how much has this member paid this financial year? Or how much has this donor donated this financial year? What’s the total value of subscriptions linked to this contact? rather than digging through a financial tab, the answer is right there on the profile.

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Let's look at a few practical examples. A very common one is year to day payments. You can create a field that shows total payments - current financial year, and it updates automatically as payments come in.

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Another example is payment behaviour. Using a count based summary, you can see how many payments a contact is made, which can be just as useful as a dollar value.

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Subscriptions are another big one. You might want to separate subscription income from one-off payments, or track how many subscription renewals have occurred in a given year. These fields let you tell the insight to the question you're actually trying to answer.

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To create a financial summary field, head to settings. Then under System Management, select Custom Fields. This is where all custom fields are managed across SwiftFox.

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From here, select a section and then add fields. Select a financial summary. When creating the field, you'll want to make two key choices. First, give the field a clear label, something like “Total payments - Current financial year”.

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Second, choose the summary type: Total, if you want to add up dollar amounts. Count, if you want to count how many receipts match.

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That choice defines whether you're measuring value or activity. Filters are where financial summary fields really become powerful. They let you control exactly which financial records are included in the calculation.

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One of the most useful tools here is quick filters, which let you easily select Current financial year or Previous financial year. These automatically roll over as time moves on, so you don't need to update anything manually. You can also filter by line type, which lets you include or exclude things like payments, subscriptions, tickets, discounts or adjustments.

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For example, you might create a summary that shows a total value of event tickets purchased in the current financial year where a line type is tickets. That gives you a clean, precise figure for ticket revenue. The real benefit of financial summary fields is that they bring financial context closer to everyday work.

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Instead of relying on reports, your team can see key financial information at a glance, make better decisions during conversations, and quickly understand the contact organisation's financial history. Because these are custom fields that can also be used in list builder searches. automations, dashboards, action centres, communication merge fields, and list and reporting experts. So the insights flow all throughout the system.

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So that's financial summary custom fields in SwiftFox. They give you accurate automatically updated financial insights right where you need them. If you're looking for a simple place to start, try creating Total payments - Current financial year or Payment count - Current financial year. These two alone unlock a lot of value very quickly. Thanks for joining this free Fox masterclass and we'll see you in the next one.

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