Reports and your monthly accounts pack

The Reports page — the money reports (sales by channel, payments and fees, refunds, VAT, the monthly pack for your accountant), the booking reports and the emailed reports — and which month a refund counts in.

The Reports page is your venue's figures to keep. It sits in the sidebar under Money, beside Payments and Analytics. The top row groups the reports — Money, Bookings and Emailed reports — and the row beneath it lists that group's reports. Money holds Sales, Payments and fees, Refunds, VAT, Tips, Money held and Monthly pack; Bookings holds Bookings and covers and No-shows and cancellations. A link to the page can open a report directly, so a notification or an email about your pack lands you on the right one.

The money reports and the monthly pack come with Plus plan and above — and with Gift cards, Tickets or Order & Pay when you pay for one of them on its own, whatever your plan. The booking reports come with Plus plan and above. Emailing the pack automatically is on Pro plan and above. Seeing the page needs the View financial analytics permission; making or downloading a pack needs Export reports (CSV).

Every report remembers its figures for five minutes, so moving between reports is instant; the time the figures were read is shown beside Refresh, which reads them again. Print / save as PDF makes a clean document of the report you are looking at, with your venue's name and the period on every page (printing from Safari or Firefox gives the same footer without page numbers — those browsers can't number printed pages). Email this (on every report tab — Sales, Payments and fees, Refunds, VAT, Tips, Money held, Bookings and covers, and No-shows and cancellations) emails the report for the dates you've picked as a PDF (Money held is a snapshot, so its PDF shows what is held at the moment it is made): choose Your report recipients (the Send reports to list on Emailed reports, or the owner if it's empty) or Someone else and type one address, then click Email this. The PDF is made from your records — not from what's on screen — so it takes a minute or two; a message tells you when it has been sent. The email carries a secure link rather than an attachment, the link works for 7 days, the PDF holds no customer names, and you can email a report 3 times an hour (the message says when you can send the next one). Payments and fees runs by calendar month, so its PDF covers the whole months shown. Every CSV has its column headings on the first row and the figures straight after, so it imports cleanly into accounting software; the report, your venue and the period are in the file's name instead — for example the-bistro_transactions_2026-09.csv.

The Sales report lists only the ways of taking money you use: a channel appears if you have that product, or if money moved through it in the period you picked — so your history never disappears. The monthly pack's summary follows the same rule.

Every figure on the Sales and Refunds tabs comes from the same records as the Payments page, counted the same way, so the two pages always agree.

Where do I get figures for my accountant?

Open Reports → Monthly pack. On the 1st of each month ResoFlow makes a pack for the month that has just ended, and it stays there to download for seven years. A pack is up to three files:

• Summary (PDF) — your venue's name and VAT details, sales by channel, refunds, the ResoFlow and Stripe fees, VAT by rate, tips, and gift cards sold against gift card balance spent. One document to read or print.
• Transactions (CSV) — a spreadsheet with one row for every payment and every refund: the date, the type, the channel, a reference, the gross amount, the ResoFlow fee, the Stripe fee, the net, the VAT rate and VAT amount where they are recorded, and — on a refund — what it refunds. Amounts are plain numbers with no £ sign, so your accountant can add up a column.
• VAT summary (CSV) — sales, refunds and the VAT inside them, per rate.

Click a file's button to download it. To make a pack before the month ends — or to bring one up to date — click Make this month's pack now; on an earlier month, click Make it again. Making a pack takes a minute or two and you can leave the page: a notification tells you when it is ready. A pack made again is a new version of the same month's pack, and the newest version is the one you download. You can make packs three times an hour for your venue; if you reach that, the message tells you the time the next one can be made. The pack ResoFlow makes for you on the 1st never counts towards it.

A few things worth knowing:

• No customer details are in a pack. Payments are listed by booking reference, order number or the last four characters of a gift card code — never a customer's name, email address or phone number.
• No VAT number, no VAT parts. If your venue has no VAT number saved (Settings → Payouts and Stripe → VAT receipt details), the pack is called a monthly sales pack and comes without the VAT page and the VAT file.
• A month in which no money moved has no pack — the tab says so rather than giving you empty files.
• Packs don't count towards your storage allowance, and they are removed if your ResoFlow account is closed.
• A Stripe fee that Stripe could not report is left blank in the transactions file. It is never estimated.

Emailing the pack

To send one month's pack to somebody once — a new accountant, a business partner — click Send this to someone on that pack's row, type their email address and click Send links. They get a secure download link for each file; nothing is attached, the links work for 30 days, and your saved recipients aren't changed. You can do this 3 times an hour (if you reach the limit, the message says when you can send the next one), and it is recorded in your activity log with the address it went to. Needs the "Export reports (CSV)" permission, like downloading.

The Monthly pack email sends a secure download link for each file whenever a pack is made — so it can go straight to your accountant. It is a row on the Emailed reports list: switch it on and click Save changes. It goes to your Send reports to list (up to five addresses, set once at the top of that list), or to its own list if you give it one under Day and recipients; with no addresses anywhere, it goes to the owner. Nothing is attached to the email, the links work for 30 days, and after that the pack is still on the Monthly pack tab. It is off until you switch it on, and it never uses your email allowance. Pro plan and above.

Which month does a refund count in?

The month the refund happened — everywhere in ResoFlow. If a customer paid in September and you refund them in October, September's figures do not change and the refund appears in October. That is why a finished month's pack stays true, and why a period's figures stay final once it ends.

It also means a quiet month can show a VAT line that is lower than its sales, or even below zero: it is carrying a refund for a sale made in an earlier month. The VAT tab says how much of the period's refunds were for earlier sales.

The Sales tab

Sales by channel has one row for each way you take money — booking deposits and prepayments, no-show fees, extras and pre-orders, event tickets, gift cards sold, payment links, and orders at the table, for collection and for delivery — with the number of payments, the money in, the refunds and the net. Tips sit on their own line, because a tip is not a sale. Spending a gift card is not new money: the money arrived when the card was sold, so the spend is mentioned but never counted again. Extras and pre-orders that a customer paid through their own payment link are counted with extras and pre-orders.

Pick the period at the top — this week, this month, last month, last quarter, this year, or Custom range — and use Day, Week or Month on the Over time card to see the same money grouped by your venue's own days. Each card has a CSV download.

The Payments and fees tab

This tab shows, month by month and for each kind of payment, how many payments came through ResoFlow, their gross value, the ResoFlow fee that was actually taken, any fee handed back on a refund, and the net fee — read from ResoFlow's own fee record for your venue. Because it shows the fee taken on each payment, a change of rate part-way through a month is already in the figures. If ResoFlow has agreed different rates with your venue, they are named above the table with the dates they applied.

Months before ResoFlow's fee record began for your venue say Not recorded — never an estimate. The Stripe fees column shows the Stripe processing fees captured on your payments, and says how many payments Stripe has not reported yet; your monthly pack reads those from Stripe when it is made. Your current rates are on Settings → Payouts and Stripe.

The owner also sees the Income export card here — a CSV of all your income for any date range. See Exporting income and understanding fees.

The Refunds tab

Every refund in the period, newest first, each on the day it happened: card refunds, no-show fees handed back, and any bank or cash repayment your team has recorded. Money that went back onto a gift card is shown but not counted as money out, because it never left. The totals by channel match the Refunds column on the Sales tab for the same period.

The VAT tab

The VAT summary — sales at each VAT rate and the VAT inside them, for Order & Pay orders, pre-orders, paid-in-full bookings, extras and event tickets, with a CSV download. Refunds are taken off where the refund recorded its VAT rates, in the period the refund happened. Refund money with no VAT-rate record, or with no date recorded, is named and not deducted; money with no VAT rate set is listed separately. Nothing is ever guessed. Deposits and no-show fees carry no VAT figures. It is a summary to help your return, not tax advice.

The Emailed reports tab

One list of every report ResoFlow can email you — the weekly summary email, the scheduled PDF report, the monthly pack email, the daily takings email, and the monthly gift card and offers and loyalty summaries — with Send reports to set once at the top. See How do I get analytics by email or PDF?.

Related guides: The Payments page · Exporting income and understanding fees · Understanding your analytics