Workflow: Finding Outstanding Trip Balances

1. Filter the Report

• Navigate to your reports dashboard and filter by Trip Date.

• Option A: If you want past-due payments, filter to only include trips up to today’s date.

• Option B (Recommended): To see all remaining balances, extend the date range to include all trips booked so far (e.g., filter to next year).

2. Export the Report

• Download the report as a CSV or spreadsheet file.

3. Focus on These Key Columns

• Remaining Trip Cost → Total unpaid amount at the time of report export.

• Trip Date

• Trip Cost

• Payment Date (for both internal and external payments)

• Paid Amount → You may want to rename this as: “Payment Line Amount”

• Booking Date → Rename to “Booking Created Date” for clarity

• Payment Intent ID (only shows for payments through GoGuide)

• Payment Status

• Booking ID (used to group multiple payments per booking)

• Order ID → Used for trip status filtering

4. Clean and Organize the Data

• Sort or filter Remaining Trip Cost:

  • Highlight $0 values in green (fully paid bookings).

  • Filter out $0 values and highlight any non-zero values in yellow (balances still owed).

• Use Booking ID to group payment lines:

  • If there are multiple payment entries (e.g., a deposit and a balance), these will share the same Booking ID.

• Filter Order ID status with color codes:

  • Green = Booked, Accepted, or Scheduled (active bookings).

  • Red = Cancelled (no action needed for payment follow-up).

5. Review & Take Action

• Filter down to:

  • Remaining Trip Cost > $0

  • Order ID ≠ Cancelled

• Use this refined data to identify which customers still owe money and take appropriate next steps (e.g., follow-ups, sending payment links).

✅ Pro Tips:

• Use conditional formatting in your spreadsheet to color code cells automatically.

• Rename columns in the export to improve clarity for future audits or sharing.