The Payments page: statuses, bank-deposit batches, and sales tax

The Payments page is your single money ledger: every payment your business is expecting, has received, or has written off lives here, organized into status tabs with live stat cards on top. Open it at https://hub.kivimedia.co/?page=payments or from the sidebar.

The 10 status tabs

Across the top of the ledger you'll find ten tabs. Each one filters the same ledger to a different slice of your money:

• Incoming - payments headed your way.
• All - the full ledger, every payment regardless of status.
• Approved - payments that have been approved.
• Pending - payments you're still waiting on. These feed the Outstanding (Pending) stat card.
• Past Due - payments whose due date has passed. This is your chase list.
• Refunds - money that went back to a client.
• Deposits - payments grouped into bank-deposit batches, so your ledger matches what actually hit the bank.
• Write-offs - amounts you've decided not to collect.
• Sales Tax - the tax view of your revenue, for filing time.
• 1st Payment - how quickly bookings turn into their first payment.

The stat cards

The cards above the ledger update with the data behind the tabs, so you get the headline numbers without opening a report:

• Outstanding (Pending) and Past Due - what's still owed to you, and what's late.
• Pending Deposit, Deposited, and Total Batches - your bank-deposit picture.
• Taxable Revenue, Total Tax Collected, and Effective Rate - your sales-tax picture.
• Avg Days to 1st Payment and Fastest/Slowest Conversion - how quickly clients go from booked to paid.

Mark payments as deposited (bank-deposit batches)

When you take a stack of payments to the bank, record it so KM Hub matches your bank statement:

1. Open the Payments page and find the payment (the Pending or Deposits tab is usually the fastest route).
2. Use the Mark as deposited action on the row.
3. Pick the date the deposit actually landed at the bank.

Payments marked this way batch together into bank deposits. The Pending Deposit card shows what's still waiting to go to the bank, Deposited shows what has landed, and Total Batches counts your deposit runs.

Track sales tax

The Sales Tax tab, together with the Taxable Revenue, Total Tax Collected, and Effective Rate cards, gives you the numbers you need when it's time to file. The rates themselves come from your tax-rate catalog in Settings - see the article on tax rates, tax set-aside, and income targets.

Chase past-due payments

The Past Due tab is the list of payments whose due date has passed - work it top to bottom when you're chasing money. KM Hub can also send automatic payment reminder emails for due and overdue payments; there's an org-wide on/off switch for those in Settings > General. See the article on automatic payment reminder emails for the details.

Still stuck? Submit a ticket from this help center and we'll take it from there.