In this video, Ari covers where your money is, how to reconcile payouts, the difference between cash-based and accrual reporting, how to track past-due balances and offline payments, manage your subscription base and wait lists, and dig into your website traffic.

Follow along:

• 0:00 Payouts & Transactions Report — how payouts are batched and how to see every customer, item, and net amount hitting your bank
• 0:49 Sales Report — your cash-based view: money in, money out, by product or customer, filterable by date and payment method
• 2:13 Fulfilled Sales Report — the fulfilled sales report view: the full value of products sent out in a period, regardless of discounts or prepayment
• 2:53 Past Due / Failed Payments Report — outstanding balances, payment methods, and most recent payment attempts
• 3:22 Open Cash & Check Invoices — track offline payments in one place and mark them paid
• 3:49 Plans Report — your full subscription base (active, inactive, all), filters, downloads, and the wait list tab
• 5:07 Website Traffic Report — views by page, top referrers, and where your customers are coming from

Before you start: Know whether you're a "charge-at-order" farm or a "prepayment" farm — your default report changes.

1. Go to Reports → Sales for received-money totals over any date range. Filter by product or customer.
2. Click into any Payout (batch) to see the individual transactions and what each customer ordered.
3. If you take prepayment (members pay for the season up front), use Reports → Fulfilled Sales instead — this shows the value of product actually delivered each period.
4. Reports → Past Due lists customers with overdue orders. Use this if you've turned OFF "cancel unpaid orders" (cash/check accounts).
5. Reports → Cash/Check lists customers paying by cash or check. Mark them as paid when you receive funds.
6. Reports → Plans gives you a per-plan view (e.g., Milk Share). See active members + their plan size, pickup day, site, schedule, payment method. Toggle to Waitlist view for capacity-locked locations.

⚠️ What to know

• Sales report = money received. Fulfilled Sales = product delivered. These are different numbers if you take prepayment. Pick the right one for what you're reconciling.
• Past Due only matters if you allow unpaid orders. Default is "cancel unpaid orders" for credit-card-only farms. Cash/check farms need this report.
• Plans → Waitlist is a growth report, not just a backlog. Use it to decide when to open new pickup locations and gauge demand.
• Payouts are batched per day with transactions — you don't get a single end-of-month deposit, you get one per transaction day.
• All sales reports are filterable to any subset of products or customers for taxes, category P&Ls, or single-customer audits.