Form Transactions Report: Track Revenue From Your Custom Forms

Event registration fees, mission trip deposits, product purchases, tuition payments—when your church collects money through custom forms, you need a clear picture of what came in, when, and from whom. Unlike standalone donation pages, form-based payments often mix tax-deductible gifts (e.g., building fund contributions on a registration form) with non-deductible payments (e.g., event tickets or merchandise). Reconciling these transactions with your accounting system, preparing stewardship reports for leadership, and following up on specific payments all require a dedicated financial view.

Why Form Revenue Tracking Matters

Churches use custom forms for a wide variety of revenue-generating activities. A youth camp registration form might collect a deposit and an optional donation toward scholarships. A mission trip form could include both the trip fee and a suggested gift to the missions fund. A product order form might sell t-shirts, books, or other merchandise. Without a report focused specifically on form transactions, you’d have to dig through general donation reports or export raw data and manually filter by form—a time-consuming and error-prone process.

The Form Transactions report solves this. It aggregates all successful payments collected through payment-enabled custom forms within your selected date range. You see total revenue at a glance, a breakdown by form (which forms drove the most revenue?), a trend chart showing daily or weekly revenue over time, and a payment method breakdown (credit card, eCheck, PayPal, Venmo, Apple Pay, Google Pay). Each metric is compared to the prior period of equal length, so you can quickly spot whether revenue is up, down, or holding steady.

Reconciliation and Follow-Up

Finance teams need transaction-level detail for reconciliation. The report includes a paginated transaction list with date, payer name, email, form, amount, type (Donation vs. Payment), payment method, and gateway transaction ID. You can search by name or email to find a specific transaction, filter by one or more forms to focus on a particular event or product, and export the full list to CSV for use in spreadsheets or accounting software. The CSV includes all columns needed for reconciliation: Date, Name, Email, Form, Amount, Type, Status, Payment Type, and Gateway Txn ID.

Multi-Campus and Scheduled Delivery

For multi-campus churches, the report respects your campus structure. You can view transactions for a single campus or aggregate across all campuses. Scheduled email delivery lets you receive the report automatically (e.g., weekly or monthly) so key staff stay informed without logging in each time. An AI-powered Financial Analyst panel analyzes your data and surfaces revenue patterns, top-performing forms, payment method insights, and suggested pastoral action items in plain language.

In this article, we’ll overview the OnlineGiving.org Form Transactions Report.

Form Transactions Report User Guide:

The Form Transactions report is a financial report focused exclusively on payments collected through payment-enabled custom forms. The report includes a hero total revenue banner with period comparison, supporting metric cards (Donations, Payments, Avg. Amount, Unique Payers), a Revenue by Form ranked table, a Revenue Over Time chart, a Payment Method breakdown, an AI Financial Analyst panel, and a full paginated transaction list. You can filter by date range, campus, and form(s), search by name or email, sort the transaction list, export to CSV, schedule email delivery, print, or save as PDF.

Key Takeaways

• Revenue at a Glance: Total revenue, transaction count, and percent change vs. prior period in a hero banner; supporting cards for Donations (tax-deductible), Payments (non-deductible), Avg. Amount, and Unique Payers.
• Revenue by Form: Ranked table showing each payment-enabled form with total revenue, donation vs. payment split, transaction count, and share of total revenue with visual bars.
• Transaction List: Paginated table (50 per page) with Date, Person, Form, Amount, Type (Donation/Payment), Payment Method, and Gateway ID; sortable by date, name, form, amount, type, or method; searchable by name or email.
• Filters, Exports & AI: Date range (custom or quick links), campus filter, multi-select form filter, CSV export, scheduled email reports, Print, Save as PDF, Pastoral Briefing PDF, and AI Financial Analyst panel.
• Reconciliation Ready: CSV export includes Date, Name, Email, Form, Amount, Type, Status, Payment Type, and Gateway Txn ID for matching with your payment processor and accounting system.

Table of Contents

1. Accessing the Report
2. Revenue by Form Summary
3. Transaction List
   • Transaction Columns Explained
4. Revenue Trend Chart
5. Payment Method Breakdown
6. Searching & Filtering
   • Form Filter
   • Campus Filtering
7. Sorting
8. Pagination
9. Snapshot Cards
10. Donations vs. Payments
11. AI Summary Panel
12. CSV Export
13. Date Range & Filters
14. Scheduled Email Reports
15. Frequently Asked Questions

Accessing the Report

To open the Form Transactions report:

1. Log in to the control panel.
2. In the left navigation, expand “Custom Forms”.
3. Click “Reports” to open the Custom Form Reports hub.
4. Click the “View” button on the “Form Transactions” card.

The report loads with the default date range and displays all sections. If no form transactions exist in the selected period, you’ll see an empty state with a message and a link to manage custom forms. The page header includes Export CSV, Email, Print, Save as PDF, and Pastoral Briefing PDF buttons.

Revenue by Form Summary

The Revenue by Form section ranks every payment-enabled form that collected revenue in the selected period. Each row shows:

• Rank (#): Position by total revenue (1 = highest). Top three rows use a gradient badge style.
• Form: Form title, linked to the Form Detail report for that form with the same date range applied.
• Revenue: Total revenue collected through that form. The top form uses a larger font for emphasis.
• Donations: Tax-deductible portion (blue). Shows a dash when zero.
• Payments: Non-deductible portion (orange). Shows a dash when zero.
• Txns: Number of transactions for that form.
• Share: A horizontal bar and percentage showing each form’s share of total revenue. Bars use a gradient for the top three forms.

A footer row displays column totals. Use this table to identify which forms drive the most revenue, compare donation vs. payment mix per form, and click through to the Form Detail report for deeper analysis of a specific form.

Transaction List

The Transactions section displays a paginated table of all successful form transactions matching your filters. By default, 50 transactions per page are shown. The table is sortable by clicking column headers and searchable via the filter bar. Use this list to find specific transactions, verify amounts, or prepare reconciliation data.

Transaction Columns Explained

Each row in the transaction list includes the following columns:

• Date: Transaction date and time in your organization’s timezone (e.g., “Mar 15, 2025” and “2:30pm”).
• Person: Payer name (or “Guest” for anonymous) and email. For identified users, the name links to their user profile.
• Form: The custom form through which the payment was submitted. Clicking the form pill links to the Form Detail report for that form.
• Amount: Transaction amount in dollars (e.g., $50.00).
• Type: Donation (tax-deductible giving) or Payment (non-deductible product or fee). Displayed as a colored pill—blue for Donation, orange for Payment.
• Method: Payment method used (e.g., Credit Card, eCheck, PayPal, Venmo, Apple Pay, Google Pay).
• Gateway ID: Gateway transaction ID (truncated in the table). Clicking opens the transaction invoice page. Use this to match transactions with your payment processor’s records during reconciliation.

The CSV export includes an additional Status column (charge status) for each transaction, which indicates the settlement or processing state. If no transactions match your filters, you’ll see a message: “No transactions match the current filters.”

Revenue Trend Chart

The Revenue Over Time chart displays daily revenue across the selected date range. It uses a stacked bar chart: one segment for Donations (blue) and one for Payments (orange). Hover over any bar to see the exact date and amounts for each type. The chart helps you spot revenue spikes (e.g., after a promotion), dips (e.g., holiday weeks), and overall trends. Data is grouped by day in your organization’s timezone. If no revenue exists in the period, you’ll see an empty state.

Payment Method Breakdown

The Payment Methods section shows how revenue was collected across different payment types. A doughnut chart visualizes the distribution, and a legend below lists each method with its total amount and percentage. Common methods include Credit Card, eCheck (ACH), PayPal, Venmo, Apple Pay, and Google Pay. Use this to understand payer preferences (e.g., if many use Venmo, consider promoting it) and for reconciliation with your payment processor’s reports. If no payment data exists, you’ll see an empty state.

Searching & Filtering

The filter bar at the top of the report provides several controls:

• Date Range: Use the date picker to select a custom range, or click quick links: Last Week, Last Month, Last 90 Days, Last Year, or Year to Date. Click “Run Report” to apply a custom range. Quick links navigate immediately.
• Search: Type a name or email to filter the transaction list. Searches across payer names and email addresses. Applies when you submit the form or use Run Report.

All filter values are preserved in the URL, so you can bookmark or share a filtered report view.

Form Filter

The Form filter is a multi-select dropdown that lets you narrow the report to one or more specific forms. When empty, all payment-enabled forms are included. Use this to focus on a single event (e.g., only “Summer Camp Registration”) or compare a subset of forms (e.g., all mission trip forms). The form filter affects the hero revenue, metric cards, Revenue by Form table, Revenue Trend chart, Payment Methods breakdown, and the transaction list. CSV export and scheduled email reports also respect the form selection.

Campus Filtering

For churches with multiple campuses, a Campus dropdown appears in the filter bar. Select “All Campuses” to see aggregated data, or choose a specific campus to scope the report to that campus only. The campus filter affects all sections: hero revenue, metric cards, Revenue by Form, Revenue Trend, Payment Methods, and the transaction list. CSV export and scheduled email reports also respect the campus selection. If your organization does not have campuses configured, the campus selector will not appear.

Sorting

The transaction list is sortable by clicking any column header. Available sort columns: Date, Person, Form, Amount, Type, and Method. Click once for descending order (default for Date); click again to toggle to ascending. The active sort column displays an arrow (↓ or ↑) next to the header. Sorting applies to the current page and is preserved when you navigate between pages or use pagination.

Pagination

The transaction list displays 50 transactions per page. When there are more than 50 matching transactions, pagination controls appear below the table. Use Prev and Next buttons, or click a page number to jump to that page. The current page is highlighted. The page indicator (e.g., “Page 2/5”) shows your position. Pagination preserves your current filters, sort order, and search.

Snapshot Cards

Below the hero Total Revenue banner, four metric cards provide supporting context:

• Donations: Total tax-deductible revenue and count (e.g., “$1,250.00” and “45 tax-deductible”).
• Payments: Total non-deductible revenue and count (e.g., “$800.00” and “32 non-deductible”).
• Avg. Amount: Mean transaction amount (e.g., “$26.58 per transaction”).
• Unique Payers: Number of distinct identified payers (e.g., “62 identified payers”). Guest transactions are excluded from this count.

The hero banner shows Total Revenue, percent change vs. prior period, and total transaction count. The prior period is automatically calculated as the same duration immediately before your selected range (e.g., Last Week compares to the week before that).

Donations vs. Payments

The report distinguishes between Donations and Payments. Understanding this split is essential for accurate financial reporting and donor statements.

• Donations are tax-deductible gifts—tithes, offerings, designated gifts to funds, and other charitable contributions. They appear in blue throughout the report and are included in donor giving statements for tax purposes.
• Payments are non-deductible amounts paid for products, services, or fees—event registration fees, mission trip deposits, merchandise purchases, conference tickets, and similar transactions. They appear in orange and are not tax-deductible.

The distinction is determined by how the form’s payment field is configured when the transaction is created. A single form can collect both: for example, a mission trip form might have a required trip fee (Payment) and an optional gift to the missions fund (Donation). The metric cards, Revenue by Form table, Revenue Trend chart, and transaction list all show this split. Use it to ensure tax-deductible vs. non-deductible amounts are correctly categorized for donor statements and accounting.

AI Summary Panel

The AI Financial Analyst panel uses AI to analyze your form transaction data and generate a plain-language summary. It reviews total revenue, revenue by form, payment method distribution, and trends to surface key wins, patterns, and suggested pastoral action items. The panel loads asynchronously; you’ll see a spinner while the analysis is generated. When complete, the summary appears in a scrollable area. If the content exceeds the visible height, a “View Full Analysis” button expands it; “Collapse Analysis” collapses it again.

A disclaimer notes that AI can make mistakes, so double-check important findings. You can save the AI summary as a separate Pastoral Briefing PDF for sharing with leadership. The Pastoral Briefing PDF button exports only the AI panel content in portrait format. The AI panel only appears when there are transactions in the period; it does not appear for empty reports.

CSV Export

Click “Export CSV” in the page header to download the full transaction list as a CSV file. The export respects your current date range, form filter, and campus filter. It includes up to 50,000 transactions. Columns: Date, Name, Email, Form, Amount, Type, Status, Payment Type, and Gateway Txn ID. The filename includes the date range (e.g., Form_Transactions_2025-01-01_to_2025-01-31.csv). Use the CSV for reconciliation with your accounting system, payment processor, or for external analysis in spreadsheets.

Date Range & Filters

The report supports flexible date selection. Use the date picker for a custom range (e.g., a specific event weekend) or click quick links for common periods. The Last Week preset shows the most recent completed week; Last Month shows the previous calendar month; Last 90 Days and Last Year provide longer views; Year to Date runs from January 1 through today. All date ranges use your organization’s configured timezone. The period comparison (e.g., “+12% vs prior period”) compares your selected range to an equal-length period immediately before it.

Scheduled Email Reports

Click the “Email” button in the page header to open the email settings modal. Configure recipients (admin users or form admins), frequency (e.g., weekly on Monday, monthly on the 1st), and period/date focus. Save your settings and the report will be sent automatically on the schedule you choose. The email includes a responsive HTML version of the report with the same date range logic (e.g., “Last Week” or “Year to Date”) applied at send time. This is useful for staff who want regular form revenue digests without logging in each time.

Frequently Asked Questions

Does the Form Transactions report include donations from giving pages?

No. The Form Transactions report shows revenue only from payment-enabled custom forms. It does not include standalone donation transactions from your main giving pages or text giving. For donation revenue from giving pages, use the Giving Reports (Generosity Snapshot, Donation Report) instead.

Why do I see “Guest” instead of a name in the transaction list?

Transactions from people who were not logged in (or who did not provide identifying information) appear as “Guest.” The email may still be captured if the form collected it. Guest transactions are excluded from the Unique Payers count. To encourage identification, consider making name and email required on payment forms when appropriate.

How do I reconcile the Form Transactions report with my payment processor?

Use the CSV export and match transactions by the Gateway Txn ID column. This ID corresponds to the transaction reference from your payment gateway (e.g., NMI, Stripe). Ensure your date range and timezone align with the processor’s reporting period. The report shows successful transactions only—refunds, failed charges, and pending authorizations are not included. For full reconciliation, compare the report’s total revenue and transaction count to your processor’s settled transactions, and use the Gateway Txn ID to trace any discrepancies to specific records.

Are refunds included in the Form Transactions report?

No. The Form Transactions report displays successful transactions only. Refunds are processed separately and do not reduce the amounts shown here. If you refund a form payment, the original transaction will still appear in the report for the period in which it occurred. For a complete financial picture including refunds, use your payment processor’s reports or the main Transactions area in the control panel.

Can I export more than 50,000 transactions?

The CSV export is capped at 50,000 transactions per export. For very large date ranges or high-volume forms, narrow the date range or use the form filter to stay within the limit. You can run multiple exports with different date ranges and combine them in a spreadsheet if needed.

How does the AI Financial Analyst work?

The AI panel sends a summary of your report data (stats, revenue by form, payment methods) to an AI service, which returns a plain-language analysis. The analysis is tailored to church stewardship: it highlights revenue patterns, top-performing forms, payment method insights, and suggested pastoral action items. The AI does not have access to individual payer names or sensitive data beyond aggregate amounts. If the service is temporarily unavailable, the panel may show an error; refresh the page to retry.

What payment methods appear in the Payment Method Breakdown?

The breakdown includes all payment methods used for form transactions in the period. Common types: Credit Card, eCheck (ACH), PayPal, Venmo, Apple Pay, and Google Pay. The exact labels depend on how your payment gateway reports them. If a method has no transactions, it will not appear in the chart.

Why is my revenue different from my payment processor’s report?

The Form Transactions report shows successful transactions only. Refunds, failed charges, or pending authorizations are not included. Also, the report is scoped to custom form transactions—it excludes giving page donations, product store purchases, and other revenue sources. For full reconciliation, use the Gateway Txn ID column to match transactions with your processor’s records, and ensure your date range and timezone align with the processor’s reporting period.

Can I schedule the Form Transactions report to be emailed to multiple people?

Yes. In the email settings modal, you can select multiple recipients from your admin users and (when applicable) form admins. Each recipient receives the report on the schedule you configure. You can also set different schedules for different reports (e.g., Form Transactions weekly, Forms Overview monthly).

Need help setting up the Form Transactions report or interpreting the data? Contact us at support@onlinegiving.org or (615) 206-4000. OnlineGiving.org provides courtesy setup assistance to help you get the most from your form analytics.