Getting Started with the Billing Insights Dashboard

Located in the main navigation of your Alyce instance, the Billing Insights Dashboard offers Organization Owners and Team Admins an overview of your gifting performance. This dashboard is useful for the analysis, forecasting, and optimization of your team's usage of Alyce. More information can be found in our Billing Insights FAQ

In this article, we will learn about the four main components of the Billing Insights Dashboard:

  1. Overview
  2. Invites Sent Breakdown
  3. Accepted Gift Cost Breakdown
  4. Reports

Overview

This section provides an instance-wide snapshot into your organization’s usage.

Inventory of physical invitations
Used to track how many physical invitations remain for your organization. Physical invitations include Cedar, Gallery and Sleek Boxes as well as Lovepop cards. More detail on these can be seen here.

Total Users

This is a total count of users across all teams in your organization.

Total Teams

This is the total number of teams within your organization, this includes teams that have not yet sent any gift invites.

Remaining Gift Deposit

This shows the remaining gift deposit in aggregate for your organization. As of February 2021 this is not enabled for all of our customers but your Customer Success Manager can enable this for you if requested.

As gifts are accepted by recipients this deposit is updated in real time. Funds are added on a weekly basis to this total once an Invoice is issued. It is possible to have a negative deposit if your account has been particularly busy! Our invoices will include enough funds to reset your organization to the gift deposit defined in your contract.

If you are expecting higher than usual volume for your organization we’re happy to issue a larger invoice than usual. Please feel free to reach out to your Account Manager or our Support team to help coordinate this. 

Invites Sent Breakdown

This section tracks the number of invitations sent within a date range. They are broken down by group (which may or may not be broken into Teams), and then further partitioned by Invitation Type.

Teams

Teams are one of the primary organizational structures within an organization. All users must be assigned at least one team to access an organization. Campaigns are created within a team and can only be associated with a single Team. Your Customer Success Manager can help you create a Team Structure. Teams allow for segmenting and reporting.

For organizations with multiple gift deposits a single team can only draw from one gift deposit.

Groups

A Group is created when multiple teams are pulling from the same Gift Deposit. These are configured on the Alyce side and can be renamed as required.

Ungrouped Teams

You may see "Ungrouped Teams" noted on this page. This will capture any additional Teams that have their own Gift Deposit.

Note: The Sent Date corresponds with the date a Team Member clicked "Send Gift" on their gift invitation. There may be a gap between the date a gift was sent and the date the gift was actually accepted. 

Accepted Gift Cost Breakdown

This section shows accepted gift costs within a timeframe for each Group/Team as well as by invitation type.

Gifts Accepted

Total number of gifts accepted within the selected time-frame. Keep in mind that Alyce’s filtering is in UTC.

Group/Team

This gives a granular breakdown of the accepted value and count by entity. Click the entity to see the types of invites.

Accepted ($)

The total value of gifts that have been claimed by your recipients. This will increase in real-time as recipients accept your Gift Invitations.

Accepted (#)

The count of accepted gifts.

Note: Gifts that have been redeemed, but have not been processed by Alyce will not appear in this table. Only after it has been processed, will a gift be considered "Accepted." 

Exporting Reports

Both Invites Sent Breakdown and Accepted Cost Breakdown can be exported via email. This feature can be found via the “Email Report” link in the upper right hand corner. 

Deposit Ledger

Deposit Ledger is your home for tracking historical deposits and debits. You can use this page to review invoice deposits, gift withdrawals, and team balances.

The Deposit Ledger page can be accessed by clicking the “Billing Insights'' tab at the top of your home screen or by clicking through the Gift Deposit from your Billing Insights. From there, you will see an option to select "Deposit Ledger". 

The Deposit Ledger page is broken into two main sections: Group Breakdown is on the left, and the Billing Ledger Table is on the right.


Clicking a Group or Team in the Group Breakdown will show the deposits and debits related to that particular Group. The Billing Ledger will then reflect only their transactions. Depending on your account configuration, some Groups will have Teams nested under them.

Created at

This is the date and time that the operation was processed by Alyce in UTC.

Amount

The amount the action was for. For example, if a $75 gift is accepted, you will see -$75 as the line item. Note, you may see a $0 amount if a gift or deposit is against a team other than the one selected.

Remaining Deposit

Amount that remains in your account after the operation is processed.

Operation Type

Describes the type of operation taken (ex. gifting_withdrawal)
Add Date/Time range option note here

  • Deposit/Historic deposit* - Funds added to the account
  • Gifting withdrawal - Funds removed when a gift is accepted
  • Invoice/Historic invoice - Funds added when an invoice is sent
  • Withdraw/Historic withdraw - Manual deduction of funds. Usually as an accounting correction.

*Please note that deposits are updated weekly. Debits are updated in real time.

Reference

Includes any identifier that is associated with that operation.

Note

Any additional information about that transaction, this includes invoice numbers and details for more manual events.