Reports guide: Memberships and subscriptions

This guide covers the 9 reports for memberships, invoices, leavers and failed payments. New to reports? See Run, schedule and read reports to learn how to run, schedule and read them.

In this article

• Subscribers: Now
• Subscribers: Status
• Subscribers: Leavers
• Subscribers: Debtors
• Subscribers: Usage
• Subscribers: Subscriptions (with invoices between range)
• Subscriptions: Invoices
• Subscriptions: Upcoming Billing Dates
• Subscriptions: Usage (beta)

Subscribers: Now

What it does: Lists memberships that are active or in trial on your chosen date, with plan price, booking allowance, credits used in the current booking period, and the spent and unspent value.

Why use it: For a snapshot of your live membership base and the prepaid value not yet used, for example on a balance-sheet date.

Filters

What's in the file: One row per membership. Columns: ID (customer ID), First Name, Last Name, Email, Telephone, Sub Name, Sub Plan, Cost Centre, Live Status, Created At, Ends At, Billing Day, Price, Max Bookings, Bookings in Period, Spent Balance, Unspent Balance, Stripe Sub ID.

Good to know

• Status is each membership's status today. For a past date, memberships that were active then but are now cancelled are not shown.
• Spent is (Price ÷ Max Bookings) × credits used. Unspent is the remaining allowance at the same rate, and can go negative if the allowance was exceeded.
• Unlimited plans show n/a for Spent and the full price as Unspent.
• Price is the plan's current price. Billing Day is the day of the month the membership was created.

Subscribers: Status

What it does: Lists every membership, of any status, that existed at some point in your range, plus scheduled memberships not yet started (such as a resumption after a pause, or a future plan change).

Why use it: For a full picture of everyone who held, or is lined up to hold, a membership in a period, including cancelled, unpaid and paused members.

Filters

What's in the file: One row per membership, by customer. Columns: ID (customer ID), First Name, Last Name, Email, Telephone, Sub Name, Sub Plan, Cost Centre, Live Status, Created At, Ends At, Starts At.

Good to know

Scheduled memberships show Live Status "scheduled" and Ends At "n/a".

Subscribers: Leavers

What it does: Lists memberships that ended in your range, with the customer's details, the membership name and the cancellation reason.

Why use it: To measure churn and review why members left.

Filters

What's in the file: One row per ended membership. Columns: Customer ID, First Name, Last Name, Email, Telephone, Plan Name, Cancel Reason, then one column per custom customer field.

Good to know

• Memberships ending on the To date itself are not included.
• A customer is listed even if they have another active membership, so a pause or plan change can make someone appear as a leaver.

Subscribers: Debtors

What it does: Lists memberships currently past due: a payment failed and Stripe is still retrying it.

Why use it: To chase members with failed payments before the retry period ends and the membership is cancelled.

Filters

None. The report always shows the current position.

What's in the file: One row per past-due membership. Columns: Customer ID, First Name, Last Name, Email, Telephone, Created At (when the customer's account was created), Status (always past_due), Cost Centre.

Subscribers: Usage

What it does: For memberships live during your range, counts credits used and splits them between the earlier and later billing cycles in the range, with spent and unspent values.

Why use it: To estimate how much of each member's allowance and prepaid value was used in a period spanning two billing cycles.

Filters

What's in the file: One row per membership. Columns: ID, First Name, Last Name, Email, Telephone, Sub Name, Sub Plan, Live Status, Created At, Ends At, Billing Day, Price, Max Bookings, Total Bookings in Period, Bookings in Furthest Cycle, Bookings in Nearest Cycle, Total Spent Balance, Spent Balance Furthest Cycle, Spent Balance Nearest Cycle, Unspent Balance, Unspent Bookings.

Good to know

The cycle split compares each booking's day of the month with the billing day, so it suits monthly plans over a range of about a month. Subscriptions: Usage (beta) is the newer alternative.

Subscribers: Subscriptions (with invoices between range)

What it does: Lists membership invoices whose billing period starts (or, optionally, starts or ends) in your range, with bookings used against allowance and the share of each invoice earned within your range.

Why use it: For revenue recognition, spreading each invoice's value across the days that fall in the month you report on. Especially useful for unlimited memberships.

Filters

What's in the file: One row per invoice. Columns: Invoice ID, Subscription ID, Customer ID, Name (plan name), Subscription Reference, Subscription Status, Billing Period Start, Billing Period End, Booking Period Start, Booking Period End, Bookings in Period, Max Bookings Per Period, Has Unlimited Bookings, Total Billing Days, Total Billing Days in Report Window, Realized Revenue in Report Window, Book Price, Booking Status, Invoice Status, Invoice Amount, External Reference.

Good to know

• Realized Revenue in Report Window is Invoice Amount ÷ billing days × days inside your range. It is always shown in pence, whatever your currency setting.
• Booking Status is Closed once the booking period has ended, otherwise Open.
• Invoices billed on the Until date itself are not included.

Subscriptions: Invoices

What it does: Lists membership invoices whose billing period covers your chosen date, with their status.

Why use it: To see which members are paid, unpaid, paused or trialling on a given day.

Filters

What's in the file: One row per invoice. Columns: Invoice Ref, Customer ID, Customer Full Name, Customer Email, Customer Telephone, Name, Cost centre, Subscription Reference, Billing Period Start, Billing Period End, Billing Interval, Book Price, Invoice Status, Stripe Status.

Good to know

• Book Price is the plan's current price, not necessarily the amount charged.

Subscriptions: Upcoming Billing Dates

What it does: For each current membership, works out the next billing date, skipping any paused periods.

Why use it: To forecast upcoming collections or remind members of their next payment date.

Filters

What's in the file: One row per membership. Columns: customer_id, customer_full_name, customer_email, customer_telephone, subscription_id, plan_name, cost_centre, next_invoice_due.

Good to know

• Memberships cancelled but still within their paid period are listed with a next date, even though they won't bill again.

Subscriptions: Usage (beta)

What it does: Lists membership invoices whose billing period starts in your range, with credits (tokens) bought, used, unclaimed (booking period closed) and still unused (booking period open). Usage follows a membership across pauses and plan changes.

Why use it: To measure the value of prepaid membership credits, including unclaimed credits that could be released.

Filters

What's in the file: One row per invoice. Columns: customer_id, subscription_id, invoice, period_start_at, period_end_at, booking_period_start_at, booking_period_end_at, charge_amount, payment_reference, book_price, name, is_unlimited, tokens_purchased, tokens_used, tokens_unclaimed, tokens_unused, book_token_value, invoice_status.

Good to know

• Unlimited plans show 0 for unclaimed, unused and values.