This article is about the Spektrix Invoicing Report. In this article we’ll explain the purpose of the Report and how to run the Invoicing Report. You’ll find information on how to understand the results of the Report.
TIP: The figures and currency used in this article are used as an example. Your Invoicing Report will display in your local currency.
If you have any questions about your plan, charges or invoices, contact Support.
What is the Spektrix Invoicing Report?
Invoicing Reports are used to calculate the amount owed in service charges to Spektrix.
Most organisations that use Spektrix will receive a monthly invoice charging them the appropriate service charge and any add-ons, as per their Application services agreement. The invoice details the value or amount of sales for each month.
The Invoice will not show additional charges such as email charges, terminal charges, payment charges or fundraising charges, should these apply to your organisation.
TIP: If your organisation is charged upfront on an annual basis, you may not see the Invoicing Report on your system.
If you have any questions or want to add the Report to your system, contact Support.
How does it work?
To calculate the service charge, the Spektrix finance team uses the Invoicing Report in each organisation’s system.
The Invoicing Report uses transactional data and pricing parameters to work out your organisation’s monthly charge.
The Spektrix Invoicing Report displays a summary of what you’ve sold on a rolling basis throughout the year. At the bottom of the Invoicing Report, you’ll find the charging details:
REMINDER: This image displays example charging details, your organisation’s charging details will be different.
This includes
- Your go live date
- Minimum annual charge
- Additional sales charged at a percentage
- Maximum chargeable value per item
It might also include:
- Exclusions (if any) and as per your agreement (Donations, Memberships, etc.)
- Specifications around tax treatment
How to run the Invoicing Report
You’ll need the Insights & Mailings User Role on your User Account before you can access Reports. If you don’t have this, ask the Administrator in your organisation.
To run the Invoicing Report, follow these steps:
- Click the Control Panel button (in the bottom left corner of Spektrix):
- Click Insights & Mailings:
- In Report Explorer, click the + button next to your Invoicing Report:
- Click the green play button next to your the Criteria Set to run the Report:
If you were already live with Spektrix prior to 1st January in the current year, run your Report with This year as the criteria:
If you went live with Spektrix this year, run your Report from your go-live date to the end of the year. In this example, we’re using a go-live date of 1st April 2024:
Once you've chosen your date criteria, click Run as PDF:
To output as Excel or CSV, click the down arrow next to Run as PDF.
How to understand the Invoicing Report
The Invoicing Report you run differs depending on the plan stated in your contact. Generally speaking, there are two different plans available:
The examples in this article apply to Invoicing Reports in the format of a horizontal table showing calendar months as rows. Your Invoicing Report will display in your local currency.
TIP: Your contract may include a custom plan, depending on when you went live with Spektrix. If you need any help understanding your plan, contract or invoice, contact Support..
Revenue based plans
A Revenue based plan consists of a minimum annual charge which includes an allowance of sales.
For example, your plan might include a minimum annual charge of £20,000 for the first £300,000 of sales over a 12 month period. This means all sales up to £300,000 are included in your minimum annual charge. If you exceed this number, you’ll be charged a percentage on additional sales.
If you process sales of less than £300,000 over a 12 month period, your annual charge will not exceed £20,000. If you have any questions about your contract, charges or invoice, contact Support.
Once you’ve followed the steps in How to run the invoicing Report, you’ll see the following:
The Report consists of the following columns:
- Chargeable Items: the number of Tickets, Merchandise, Donations, Memberships (unless specific exclusions apply) sold each month and chargeable as per your contract. This typically excludes items processed with a null value. This will be explicitly listed as an exclusion in the pricing section of your agreement with Spektrix.
- Cumulative Chargeable Items: A running total of items which are chargeable as per your contract.
- Cumulative Inclusive Chargeable Items: The amount of items included in your annual minimum fee. This is calculated for the full year, or pro rata if you went live with Spektrix part way through the current year.
If you joined Spektrix before January, you’ll see that the figure in December will reflect the total inclusive sales included in your plan. Read How are Cumulative Inclusive values and Items calculated for more information.
REMINDER: The Cumulative Inclusive Value relates to the value of sales included in your plan. If your sales are below this amount, you won’t pay any extra charges. Once you exceed your inclusive sales, you’ll be charged a percentage for each sale on top of your minimum annual charge.
- Cumulative Additional Sales: The difference between the Cumulative Chargeable Value (the value of sales you’ve processed) and the Cumulative Inclusive Value (the value of sales included in your annual fee).
TIP: If the Cumulative Chargeable Value is equal to or lower than the Cumulative Inclusive Value, you won’t pay any extra charges. If the Cumulative Chargeable Value is greater than the Cumulative Inclusive Value, you’ll be charged on the difference, at the overage rate.
- Charge on Additional Sales: The additional charges per month on top of the annual fee, calculated by applying the overage percentage which varies per organisation (for example, 1.8% on additional sales) to the Cumulative Additional Sales value.
- Cumulative Minimum Charge: Minimum charge owed to Spektrix at that point in time. This is calculated from the beginning of the year, or pro rata if you went live with Spektrix during the year.
If you joined Spektrix before January, you’ll see that the figure in December will reflect the Minimum annual charge included in your plan.
TIP: The monthly Cumulative Minimum charge is calculated by dividing the Minimum annual charge by the number of days in the year (or from when you went live with Spektrix), and multiplying it by the number of days to the end of that month.
For example, £20,000 divided by 365 multiplied by 31 in January = £1,698 or multiplied by 59 days for January and February = £3,233 (non leap year).
- Cumulative Charge: A running total value of charges, calculated by adding together the Charge on Additional Sales and the Cumulative Minimum Charge.
- Monthly charge: The charge for that month that will be displayed in your invoice, calculated by deducting last month’s Cumulative Charge from the current month.
Item based plans
An item based plan consists of a minimum annual charge which includes an allowance of items. This includes Tickets, Merchandise, Donations, Memberships (unless specific exclusions apply).
For example, your plan might include an annual minimum charge of £150,000 for the first 400,000 items over a 12 month period. This means the first 400,000 items are included in your minimum annual charge. If you exceed this number, you’ll be charged a fee per additional item sold.
If you sell less than 400,000 items over a 12 month period, the Spektrix service charge will not exceed £150,000.
REMINDER: The figures provided are only an example. If you have any questions about your contract, charges or invoice, contact Support.
Once you’ve followed the steps in How to run the invoicing Report, you’ll see the following:
The Report consists of the following columns:
- Chargeable Items: the number of Tickets, Merchandise, Donations, Memberships (unless specific exclusions apply) sold each month and chargeable as per your contract. This typically excludes items processed with a null value. This will be explicitly listed as an exclusion in the pricing section of your agreement with Spektrix.
- Cumulative Chargeable Items: A running total of items which are chargeable as per your contract.
- Cumulative Inclusive Chargeable Items: The amount of items included in your annual minimum fee. This is calculated for the full year, or pro rata if you went live with Spektrix part way through the current year.
If you joined Spektrix before January, you’ll see that the figure in December will reflect the total inclusive items included in your plan. Read How are Cumulative Inclusive values and Items calculated for more information.
TIP: If the Cumulative Chargeable Items is equal to or lower than the Cumulative Inclusive Chargeable Items, you won’t pay any extra charges. If the Cumulative Chargeable Items is greater than the Cumulative Inclusive Chargeable Items, you’ll be charged on the difference, at the overage rate
- Cumulative Additional Chargeable Items: the difference between the Cumulative Chargeable Items (the number of items you’ve processed) and the Cumulative Inclusive Chargeable Items (the number of items included in your annual fee).
TIP: If the Cumulative Chargeable Items is equal to or greater than the Cumulative Inclusive Chargeable Items, you'll pay extra fees.
If the Cumulative Chargeable Items is greater than the Cumulative Inclusive Chargeable Items, you will be charged on the difference. This reflects the items which are considered as overage and are charged per item.
- Charge on Additional Chargeable Items: The additional charges per month on top of the annual fee are calculated by applying the overage rate per item to the monthly Cumulative Additional Chargeable Items value.
- Cumulative Minimum Charge: Minimum charge owed to Spektrix at that point in time. This is calculated from the beginning of the year, or pro rata if you went live with Spektrix during the year.
- Cumulative Charge: The total value of charges, calculated by adding together the Charge on Additional Chargeable Items and the Cumulative Minimum Charge.
- Monthly charge: The charge for that month that will be displayed in your invoice, calculated by deducting last month’s Cumulative Charge from the current month.
TIP: The annual fee is calculated by dividing the number of days in the year (or from when you went live with Spektrix, multiplied by the number of days in each month.
How are Cumulative Inclusive values and Items calculated?
The Cumulative Inclusive Value and Cumulative Inclusive Chargeable Items values are calculated based on your plan and contract. The plan you’re on determines the value of sales/number of items included in the annual cost.
- In the Revenue based plan example above, the £20,000 minimum charge includes the first £300,000 of sales.
- In the Item based plan example above, the £150,000 fee includes the first 400,000 items.
We calculate the value of these sales on a pro rata basis, i.e split out across the year. For example:
£300,000 of sales divided by 365 (or 366 in a leap year) = £821.91 (rounded down)
- January has 31 days, therefore the value is £821.91 x 31 = £25,479.21 in sales
- February has 28 days, therefore the value is £821.91 x 28 = £23,013.48 in sales
As the values are cumulative, you’ll see the current month’s figures plus the cumulative value of all the previous months. December’s figure should equal the total for the year.
This article should give you the information you need to understand your Spektrix Invoicing Report. To learn more about Spektrix, visit the Support Centre.