Financial Dashboard & Unit Payments

MySummitKeep gives your unit two complementary money screens. The Financial Dashboard at /financials is your at-a-glance overview — balance, income, expenses, and the most recent transactions. The Payments page at /payments is where the day-to-day work happens: collecting dues and fees, marking payments received, printing receipts, and issuing refunds.

This guide covers both, plus the tamper-evident Financial Audit Log.

Note

The finance tools and roles described here are designed for unit treasurers, Scoutmasters, and admins. See Permissions for exactly who can do what.

The Financial Dashboard

Open Financials from the sidebar to land on the dashboard.

At the top you’ll find three KPI cards:

• Total Unit Balance — your succeeded income minus what’s still owed or spent.
• Monthly Income — the total of succeeded (paid) payments.
• Monthly Expenses — the total of pending/outstanding amounts.

Each card shows a small change indicator comparing the current month to the previous month — an up or down arrow with text like “+12.4% from last month” (or “No change from last month”). When there’s no prior-month data yet, the card shows a count instead — like “8 succeeded payments” — so a brand-new unit still sees something useful.

Below the cards is the Recent Transactions table (Date, Member, Description, Status, Amount). Use the search box to filter by member name or description, and click the filter icon to narrow by status: All, Succeeded, Pending, Failed, or Refunded.

Tip

The dashboard is a read-and-overview screen. To actually collect a payment, reconcile a bill, or refund, head to the Payments page below.

Recording income and expenses

From the dashboard header, leaders with finance access see two buttons:

• Record Expense — log money the unit spent (campsite fees, gear, awards).
• Record Income — log money the unit received (a fundraiser deposit, a cash dues payment, a reimbursement) that didn’t come through an online checkout.

Each opens a short form. Saved entries flow into the KPI cards and the transaction ledger immediately, and every one is written to the Financial Audit Log.

Note

These buttons only appear if you hold the Financials.Manage permission. If you don’t see them, ask your unit admin to grant finance access.

Collecting payments

The Payments page (/payments) is built around collecting money from your families.

At the top, Outstanding Payments lists every unpaid request the unit has sent. Each card offers the payment method configured for that request:

• Venmo — clicking Pay with Venmo opens a modal with a scannable QR code plus an Open in Venmo deep link, so a parent can pay from their phone in seconds.
• PayPal — Pay with PayPal redirects the payer to PayPal’s checkout to approve the order.
• Stripe — Pay with Stripe opens a hosted card checkout.

A Recently Paid section shows the last few completed requests, and four summary cards roll up Total Paid, Outstanding, Succeeded, and Pending counts.

Below that, the payments table (Member, Description, Amount, Status, Date, Actions) lists individual payment records. Filter with the search box (member, event, or description) and the status dropdown, and page through results with Previous/Next.

Tip

To send a brand-new bill to families, configure dues and create payment requests under your unit’s payment settings. Online collection requires a connected processor (Stripe or PayPal). See Finance & Payments for the full setup.

Marking a payment paid and issuing receipts

When money arrives outside the app — cash at a meeting, a check, a Venmo transfer — record it so the books stay accurate.

In the payments table, click Mark Paid (or Edit on an already-paid record) to open the payment detail panel. Choose the Payment Method (Cash, Check, Card (manual), Bank Transfer, Venmo, Zelle, or Other), optionally add a Confirmation / Check Number and Notes, then click Mark as Paid. The record flips to Paid and posts to the ledger.

Once a payment is Paid, Succeeded, Refunded, or Partial Refund, a Receipt button appears in its Actions column. Click it to generate a printable receipt you can hand or email to the family.

Refunds

To reverse a completed payment, open it with Edit and click Refund. The amount defaults to the full remaining refundable balance (you can enter a partial amount), and you can add an optional reason such as “Event canceled” or “Duplicate charge.”

Caution

Stripe-backed payments are refunded automatically through the processor. Manual payments (cash, check, Venmo, etc.) are only marked refunded in the ledger — you must return the actual money to the payer yourself. After processing, the record shows as Refunded or Partial Refund.

The Financial Audit Log

Every financial event — payments created, succeeded, failed, refunded, and cancelled, plus recorded transactions and unit payment requests — is written to an immutable, tamper-evident log. Each entry is SHA-256 hashed.

Reach it from the Audit Log button in the dashboard header, or go straight to /financials/audit-log.

Filter by entity type (Payment, Invoice, Transaction, Unit Payment Request) and by a from/to date range, then click Apply (or Clear to reset). The table shows Timestamp, Event, Entity, Description, Amount, and a Hash column — click the hash on any row to reveal its SHA-256 value for verification. Results are paginated.

Tip

The audit log is your answer to “where did that money go?” at recharter time or during a committee review. Because entries can’t be edited, it’s a reliable record for handing the books to a new treasurer.

Permissions

Finance is gated by two permissions, typically held by the Scoutmaster, Treasurer, and unit admins:

• Financials.Manage — controls the Record Income and Record Expense buttons on the dashboard, and the finance-control endpoints (configuring dues, recording payments and expenses, processing, and refunding). Without it, the dashboard is read-only.
• Payment.Update — controls the per-payment Mark Paid / Edit action in the payments table, where reconciliation and refunds happen.

The Financial Audit Log is leader-only (Scoutmaster, Assistant Scoutmaster, or admin).

Note

Families and Scouts never see the unit-wide dashboard or audit log. They only see and pay their own outstanding requests through the family-facing flow.

Related

• Finance & Payments — connect Stripe/PayPal/Venmo, configure dues, and send payment requests.
• Scout Accounts — per-Scout account balances and ledgers.
• Event Budgets — track income and costs for a specific event.
• Banking Reconciliation — match recorded transactions to your bank statement.