Payments dashboard

  • Updated on Oct 22, 2025
  • Published on Apr 3, 2025
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Plans supporting this feature: Payment Gateway Starter Growth Enterprise

1. Overview

Purpose: The Payments Dashboard provides visibility into all payment activities — from successful and failed transactions to payment method performance. It helps merchants monitor cash flow reliability and optimize payment method mix.

Who it’s for: Finance leaders, payment operations teams, RevOps managers, customer success managers, and risk/compliance managers.

Business Value:

  • Ensures a clear view of incoming and failed payments to maintain stable cash flow.

  • Identifies friction points (failed or refunded payments) to reduce churn and revenue leakage.

  • Provides insights into payment method performance for negotiation with acquirers and improving customer experience.

2. Key Questions Answered

  • How many payments are successful, failed, or refunded in a given period?

  • What is the total transaction amount processed?

  • Which payment methods are most used, and how do they perform?

  • Are there specific methods with higher risk of failed payments?

3. Metrics & Definitions

  • Transactions
    Number of all processed payment transactions.
    Calculation: Count of transactions

  • Transaction Amount
    The total value of all processed transactions.
    Calculation: SUM (transaction amount)

  • Settled Transactions
    Payments that were successfully processed and settled with acquirers.
    Calculation: Count of transactions with state = “settled”

  • Failed Transactions
    Payments that were not processed successfully due to insufficient funds, technical errors, or declined cards.
    Calculation: Count of transactions with state = “failed”

  • Refunded Transactions
    Payments that were returned to the customer after initial settlement.
    Calculation: Count of transactions with state = “refunded”

  • Revenue by Payment Method (split)
    Total revenue grouped by payment method type (e.g., card, SEPA, PayPal).
    Calculation: SUM (transaction amount) grouped by payment method type

  • Card Split (sub-metric in existing dashboard)
    Breakdown of card payments by card type (Visa, Mastercard, Amex, etc.).
    Calculation: Count of transactions grouped by card brand

4. Filters

To enable targeted analysis, the following filters are provided:

  • Date – Filter by transaction date to analyze payment performance over specific periods.

  • Country – Narrow down results by customer or merchant country to compare regional payment behavior.

  • Payment Method Type – Focus on specific payment methods (e.g., Card, SEPA, PayPal, Wallets) to assess performance or failure rates.

  • Payment Method Status – Identify whether payment methods are Active, Expired, or Soon to Expire - useful for understanding continuity risks.

  • Transaction Type – Refers to the purpose of the transaction — what operation it was meant to perform.  This filter helps you separate normal payment collections from refunds or pre-authorizations.
    Common examples include:

    • Settle – the main payment transaction, when funds are collected

    • Refund – a transaction returning money to a customer

    • Authorization – a hold or pre-approval on funds before actual capture

  • Transaction State – Indicates the current status of that transaction within the payment lifecycle. This filter is essential for distinguishing between what kind of transaction it was and what ultimately happened to it.
    Common values include:

    • Settled – successfully processed and completed

    • Failed – attempted but not completed (e.g., insufficient funds, declined card)

    • Pending – in progress or awaiting confirmation

    • Refunded – completed transaction later reversed

    • Authorized – approved but not yet captured

These filters enable targeted analysis and greater insights into specific dimensions of your revenue performance.

5. Usage Scenarios

  • Finance Leader: Monitor overall payment health, evaluate success rates, and reconcile revenue flows with accounting.

  • RevOps Manager: Identify payment methods driving most revenue, evaluate refund and failure trends to support GTM strategy.

  • Customer Success Manager: Proactively address customer accounts at risk of churn due to repeated failed payments.

FAQ

Why does revenue not match settled invoices?

Revenue here subtracts discounts, refunds, and credits from settled invoices, while invoices reflect the full billed amount.

What's the difference between transaction type and transaction state?

  • Transaction Type describes what the transaction is meant to do — its business purpose.
    Example values: settle, refund, authorization.
    → Think of it as the intent of the payment action.

  • Transaction State describes what actually happened to that transaction in the payment lifecycle.
    Example values: SETTLED, FAILED, PENDING, REFUNDED, AUTHORIZED.
    → Think of it as the outcome or current status.

📘 Example:

  • A successful payment → Type: settle, State: SETTLED

  • A failed payment → Type: settle, State: FAILED

  • A refund → Type: refund, State: REFUNDED

In short:
👉 Type = “What the transaction tries to do.”
👉 State = “What happened to it.”

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