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Financial Reporting for Races – Complete Guide

FInancial SummaryThe Financial Summary page contains both a high level snapshot of the finances for your race, as well as a number of ways to drill down into the data.  We also try to provide Spreadsheet downloads that are helpful for reconciling. This blog post will cover everything from top to bottom.

Here is a video, and below that is a detailed explanation as well as example screen shots:

Date Range
There are several ways to pick the date range. By default, we present the date range from the date of your race to a year before. You can also pick a race or a year in the drop down menu as shown above.

Financial SummarySummary Information
The summary table shows all transactions for the date range selected. There are three primary categories:

  • Transactions include all transactions – race fees, store items, add-ons, donations, etc.
  • Refunds
  • Holdbacks – there are two types of holdbacks. One is to set a reserve fund to enable refunds. The second is not currently implemented, but may be needed in the future for races that select the Manual Payment method and if the credit card companies decide to set a holdback of funds of some %.
  • Adjustments – There is a mechanism that is rarely used to add or subtract adjustments to a race that would be done by RunSignUp. This type will rarely show up.

Payment SummaryPayment Summary
Another part of the Financial Summary page is the Payment Summary. This is a quick view on how many payments have been made, the total amount paid and due – all provided in real time. This means as soon as another person signs up for your race, the Amount Due will increase by that amount.

Transaction BreakdownTransaction Breakdown
This provides a quick view on the types of transactions and where the money is coming from – race fees, donations, etc.

Drilling Down
Now that we have reviewed the high level information on the Financial Summary Page, let’s explore the variety of drill-down capability that is provided.

Registration DataRegistrations
In the upper right of the Race Dashboard is a quick summary of the number of participants registered for your race. If you click on the graph icon, you will get a new page that will show you the $ or # of registrations by week or month as shown in this example:

Transaction GraphParticipant Graphs

Clicking on the Download Report button will download an Excel Spreadsheet that contains details on each type of transaction type – like race fee, refunds, donations, etc:

Totals Excel Report

Payments
Next, you can look at details for Payments.  Clicking the “View Payments” button will take you to a report that looks like this:

VIew Payments Report

This is a nice summary of every payment, with the date and the amount. Note there are two types of payments here – the ones at the bottom are old-style “Manual Payments” and the three at the top are the new “Direct Payments”.  This race has Direct Payments to pay weekly as you can see by the dates. You will note Direct Payments do not have a specific times tamp on them since the credit card network will sometimes delay the processing of transactions. See Direct Payments for more information on this.

On the left side, you can see the ability to drill down on each payment. For the older Manual Payments, you will see an Invoice Number – this corresponds to a single check that is sent and for customers who have multiple races, there would be one Invoice Number for Multiple Payments for each race/club due money.

If you click on a Payment, you can drill down into the specifics on that payment, which will look like this:

Payment Details

This is similar to the Financial Summary, but will show just the transactions made that are included in that payment. There are nice buttons so you can drill down into different types of transactions like race fees and donations. If you click on the Transactions link in the table, that will show each individual transaction:

Transaction Detail

There is a summary chart at the top, and then each transaction.  You will be able to see what was included in the transaction – for example the last one in this screen shot shows three people were registered on that transaction.  The first transaction includes both a race registration as well as a purchase of a store item. Clicking on any of the highlighted items will drill down into that specific transaction, registration or store purchase.

This is exactly the same report that would appear if you clicked on the “Transactions” Link in the Summary table on the Financial Summary page.  And you can download all of these transactions into a spreadsheet.

Payment ReportGoing back up to the Financial Summary page to the Payment Summary pictured on the right, you are also given an option to download a Payment Report in Excel. This is another way to view the data in a simplified summary fashion, but see all the various categories of transaction type like race fee, donations, etc.

Payment Excel Report

Thank you to our many customers who provided feedback on what they would find useful for financial reporting.

3 thoughts on “Financial Reporting for Races – Complete Guide

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    1. For registration, you can find pricing here – https://runsignup.com/Pricing. RaceJoy is free to races and costs 99 cents per runner and spectator for each race.

      You can create a sample draft race by just clicking on the “Create Race” on the front page – that way you can play around with our system and it will not be visible to anyone until you are ready. We are also happy to lend you a hand – just send email to info at runsignup.com. If you have a race series or have a large race there are special programs that can bring that price down.

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