Every contact has a Financial tab on their profile. This is the single place to see what a contact has paid, what they owe, and to take or record payments against them.
Opening the Financial tab
- Open the contact's profile.
- Click the Financial tab.
Payment Sources
The Payment Sources area shows the payment methods stored for the contact (for example saved credit cards or bank accounts). These sources live in your payment gateway but are surfaced in SwiftFox so you can select them when creating subscriptions or taking payments. You can add a new card or bank account here, or via a Payment Method form block.
Financial Snapshot
The Financial Snapshot gives an at-a-glance summary of the contact's finances:
- Paid YTD — total paid this year to date.
- Paid Total — total paid across all time.
- Total Arrears — money the contact owes that should already have been paid (for example from a failed payment or an unpaid invoice).
Below the snapshot, a Financial Years breakdown lists the amount paid per financial year.
Dropdowns / sections
The Financial tab is organised into sections you can expand to drill into detail:
- Subscriptions — the contact's recurring payment plans, with columns for product (the plan), fee, options, method, status, Paid To and payment options. Use Create Subscription to add one, or click a plan name to open it.
- Invoices — every invoice raised for the contact, with status, total and balance. An invoice's status is one of Approved, Deleted, Draft, Paid, Partially Paid, Pending Approval or Voided. Click an invoice to open it in a drawer with Print and Email buttons; the dropdown beside Email offers Adjust Invoice, Write Off as Paid, Write Off & Void and Open Pay Now page. (Opened from a finance Action Centre the same drawer leads with Pay Invoice instead of Email, with the same dropdown beside it.) See Writing off an invoice below. Edit invoice, at the bottom of the same drawer, lets you change an issued invoice's reference or due date — see Creating and sending an invoice from a contact for which of those two can be changed at which status. Use Create Invoice to raise a one-off invoice, or Export to export the contact's invoices.
- Receipts — money received, with columns for date, effective date, receipt number, total, method, status, membership, type and last modified. Use Make payment (gateway charge) or Record payment (log a payment already received). Click a receipt number to open it, where you can Refund it; use the receipt line's three-dots (⋮) menu to Unallocate, then reallocate or change the receipt owner. Use Export to export the contact's receipts.
- Tickets — payments made for event tickets, where the contact has paid for an event.
- Payers — the payroll-deduction payers linked to this contact, shown as a table with Payer Name and Reference columns. The reference is an optional payer-specific identifier used to match the contact when payroll-deduction batches are processed. Use Add Payer to add one; a contact can have multiple payers, each with its own reference number. The Payers table lives on the profile Financial tab, so you can reach it from any profile opened via Swift Search or the People/Organisations lists — it isn't specific to the Organisations Action Centre.
Sections your account has configured
The sections above are the standard set. The tab is configurable, so your account may show more of them — on accounts that use them you may also see Bills, Subscription Receipts, Paid Event Receipts and Donation Receipts.
Each of these is a filtered view of the same Invoices or Receipts table rather than a different kind of record: they carry the same toolbar and the same columns, with a filter already applied that narrows them to bills, to subscription payments, to event ticket payments or to donations. That filter shows as a 1 Filter badge in the section's toolbar.
These four are examples of what an account can set up, not defaults — yours may show some, all or none of them, under different names. The receipt tables also carry a column for each of your account's receipt categories, so those vary too.
Every section header carries two controls at its right-hand end:
- The cog opens Update Section, which offers a single Expand section by default tick box. It controls whether the section is already open when the Financial tab loads.
- The chevron collapses or expands that section then and there.
Each table remembers how you left it
The financial tables on this tab remember the filters, sort and visible columns you last used, and restore them the next time you open any profile's Financial tab.
This is saved in the browser you are using rather than against your account, so a colleague — or you on another machine — will still see the default view.
Once a table has a remembered view, a Reset View button appears in that table's toolbar. Select it to return to the default view; the button disappears again once there is nothing to reset.
Writing off an invoice
Writing off an invoice clears what is owed without taking a payment — a small balance not worth chasing, or an invoice raised in error. There are two write-off actions and they leave the invoice in different states, so choose deliberately.
- Click the invoice in the Invoices table to open its drawer.
- Click the arrow beside the main button and choose either:
- Write Off as Paid — treats the balance as settled. The invoice's status becomes Paid, and the subscription's Paid To Date moves forward.
- Write Off & Void — cancels the invoice instead. The status becomes Voided, the Paid To Date is not moved, and where Xero is integrated the invoice is voided in Xero as well.
Either way, SwiftFox adds a line to the invoice's Payments & Adjustments table: Method Adjustment, the outstanding amount as a negative figure, and a comment recording what happened — Writeoff - Invoice written off as paid or Writeoff - Invoice voided. The balance falls to $0.00, the table footer reads Fully Paid or Voided, and the payment button disappears from the drawer.
No receipt is created. A write-off is recorded as an adjustment, not as money received.
The two write-off actions are only offered while the invoice has no payments against it. For an invoice that is already part paid, adjust it or reallocate the payment instead — see Refunds, reallocating & unallocating payments.
Exporting a financial table
Each financial table on the Financial tab has its own Export button, so you can export one contact's records on their own. This is useful when you need to hand over a long list of receipts, or review every invoice raised against a single contact.
To export a table:
- Open the contact's profile and click the Financial tab.
- Find the section you want to export — for example Receipts or Invoices.
- Click Export in that section's toolbar, above the table. It sits at the end of the row of controls, after Search, Filter and Sort.
Export is offered on the Invoices table and on the receipt tables. Where your account has configured additional financial sections, each of those has its own Export button as well — for example Bills, Subscription Receipts, Paid Event Receipts or Donation Receipts. The sections your account shows depend on how it has been configured, so yours may differ.
The Tickets and Payers tables do not offer an export.
Where the export goes
The file is prepared in the background rather than downloaded the moment you click.
- Click Export. The button shows a loading state while the export is prepared.
- A notification appears in the top right — for a receipt table it reads "Receipt export ready — Receipt export of 21 records is ready. This download expires in 480 minutes." — with a Download link.
- Click Download to save the file.
If you dismiss the pop-up before downloading, the same notification is still waiting under the bell icon in the top bar, listed under the General category with the time it was prepared. The download link expires 480 minutes (eight hours) after the export is prepared; once it has lapsed, run the export again.
These exports do not appear on the Exports page (profile icon → Manage exports). That page tracks report and approval-gated exports, not the per-table exports on a profile.
What is exported: the rows the table is currently showing. Where a section has a filter applied, only the filtered rows are exported — a Paid Event Receipts section filtered down to a single row produced an export of one record, and the notification names the record count so you can check it before downloading.
What you can do from here
- Create and manage subscriptions.
- Pay, adjust, write off, void, print and email invoices.
- Make manual payments and adjustments, and refund receipts.
- Review the contact's arrears and Paid To Date and correct allocation errors.
Tip
If a contact shows as unfinancial even though they have paid, the issue is almost always allocation — a payment landed on a later invoice while an earlier one is still partly unpaid. Open the Financial tab, find the receipt, and reallocate it to the earliest unpaid invoice. See Refunds, reallocating & unallocating payments.