Payment Analytics
Track payment status trends and manage cash flow with payment analytics
Overview
Payment analytics help you monitor cash flow by tracking which orders have been paid, partially paid, or are still unpaid. The analytics dashboard includes a Payment Status Trends chart (stacked area chart showing payment distribution over time) that visualizes all orders in the selected time range, not just completed ones.
Tip: Payment status is tracked independently of order status. An order can be completed but still unpaid, or it can be paid while still in processing status.
Payment Status Trends Chart
What It Shows
This stacked area chart displays the distribution of payment statuses across all orders over time. It includes three payment categories: Paid (green), Partially Paid (orange), and Unpaid (red).
- • Chart Type: Stacked area chart with gradients
- • Payment Status Colors:
- - Paid: Green (#10B981)
- - Partially Paid: Orange (#F59E0B)
- - Unpaid: Red (#EF4444)
- • Data Source: All orders in selected time range (not just completed)
Understanding Payment Statuses
Order has been fully paid. The amountPaid equals the total order cost. This indicates complete payment received.
Order has received some payment but not the full amount. The amountPaid is greater than 0 but less than total. Indicates deposit or installment payment.
Order has not received any payment yet. The amountPaid is 0 or undefined. Indicates work done on credit or pending payment collection.
Date Assignment Logic
The chart plots orders on different dates based on their current status:
- • Completed orders: Plotted at completedAt date
- • Other statuses: Plotted at lastModified date (most recent update)
- • Fallback: Uses creation date (order.date) if timestamps are missing
Interactive Features
- Detailed Tooltip: Hover over any point to see:
- - Date/period label
- - Count for each payment status (only shows statuses with value greater than 0)
- - Color indicator for each status
- - Total count for that day/period
- Status Legend: Below chart shows 3 cards with:
- - Payment status name and color indicator
- - Total count for selected time range
- - Trend icon if count greater than 0
- Total Display: Top-right shows total order count for all payment statuses
Reading the Stacked Chart
Each payment status is stacked vertically. The total height represents all orders for that period.
- • Bottom layer: Paid orders (green, foundation)
- • Middle layer: Partially Paid orders (orange, stacked on paid)
- • Top layer: Unpaid orders (red, stacked on partially paid)
Interpreting Payment Patterns
Healthy Payment Patterns
Majority of chart is green. Indicates excellent cash flow and timely payment collection. Aim for 70-90% paid.
Some orange is normal if you accept deposits or installment plans. Typically 5-15% of orders.
Small unpaid section is acceptable for recent orders or trusted clients. Should be under 20% of total.
Warning Signs
Significant unpaid portion indicates cash flow problems. May need stricter payment policies like upfront deposits.
Unpaid section increasing over time suggests payment collection issues. Follow up on outstanding invoices.
Large orange section that doesn't decrease may indicate clients not completing payments. Need better follow-up.
Using Payment Analytics for Cash Flow Management
Weekly Cash Flow Check
- 1. Select "7D" time range to see last week's payment patterns
- 2. Check if paid (green) section is growing - indicates healthy collections
- 3. Review unpaid (red) orders and follow up with clients
- 4. Track partially paid (orange) orders to ensure final payments arrive
Monthly Financial Review
- 1. Use "1M" time range for monthly overview
- 2. Calculate percentage: Paid orders / Total orders
- 3. Compare to previous months using different time ranges
- 4. Identify clients with consistently late payments
- 5. Adjust payment policies if collection rates are low
Improving Collection Rates
- • Require deposits: Collect 50% upfront to reduce unpaid risk
- • Payment on delivery: Collect final payment when order completes
- • Send invoices promptly: Issue invoices immediately upon completion
- • Follow up regularly: Contact clients with overdue payments within 7 days
- • Offer payment plans: Use partially paid status for legitimate installment agreements
- • Track patterns: Monitor which clients pay promptly vs. those who delay
Relationship to Other Metrics
Payment vs. Revenue
Revenue charts show what you've earned (completed orders), while payment analytics show what you've collected:
- • High revenue, low paid %: You're completing work but not collecting payment efficiently
- • Growing unpaid while revenue increases: Scaling issue - need better collection systems
- • Paid matches revenue: Ideal scenario - earning and collecting align
Payment vs. Order Status
Payment status is independent of order status (pending/processing/completed/cancelled):
- • Can have completed orders that are still unpaid
- • Can have paid orders still in processing (deposit collected upfront)
- • Cancelled orders may be partially paid (deposit non-refundable)
Empty States
When Chart Shows No Data
If there are no orders (of any status) in the selected time range, the chart displays:
- • Credit card icon
- • Message: "No payment data for this period"
- • Hint: "Create orders to see payment trends"
Tip: Payment analytics show ALL orders (not just completed), so empty states are rare unless you truly have no orders in that time period.
Best Practices
- Update payment status immediately - Mark orders as paid when payment is received to keep analytics accurate
- Track amountPaid precisely - For partially paid orders, record exact amounts to monitor outstanding balances
- Review payment analytics weekly - Check 7D view every Monday to identify collection issues early
- Set collection goals - Aim for 80% of orders to be paid within 7 days of completion
- Compare time ranges - Use 1M vs 3M to see if payment collection is improving or declining
- Correlate with client data - Use client leaderboard to identify clients with payment issues
- Establish payment policies - If unpaid section exceeds 30%, require deposits before starting work