The Payments data source in Gather Analytics provides detailed insights into payments made across your cases, allowing you to track financial performance. Each row in a Payments report represents an individual successful payment, offering a clear view of your revenue stream at a granular level.

The Payments data source is designed to capture each successful transaction, making it a valuable tool for financial tracking and case management. This data source includes critical details about each payment, such as who made the payment, the payment method, and the specific case associated with the transaction.

The Payments data source in Gather Analytics includes only successful payments—meaning transactions that were completed and confirmed. Any payments that were reversed or refunded will not appear in this data source.

This ensures that the data you see reflects actual revenue without the noise of pending, reversed, or refunded payments. By focusing exclusively on finalized transactions, this data source provides a clear and accurate view of active revenue.

Funeral Home: The funeral home location in Gather to which this case currently belongs.

Case Type: The currently applied Case Type: At-Need, Pre-Need, Trade, One-Off. Case Types can be adjusted over the lifespan of a case.

Case Name: The name of the decedent as specified in the Death Certificate. Legal First Name + Legal Last Name. Clicking the name will link to the Organize page. [DC Section = ABOUT]

Payer Name: Payers are helpers that have been designated as the payer of the transaction. Payers can be invited or non-invited helpers. For Insurance Payments, the Company Name will be used as the Payer Name. For Web Payments, the payer enters their own name.

Payer Relationship: The payer's relationship to the decedent. Family, Friend, School, Work, Church, Other. If they specify a more specific relationship beyond these 6 main categories, that relationship will be listed here.

Payment Method: GatherPay utilizes multiple payment methods to help you get paid faster: Cash, Check, Card Reader, Enter Card, Other Method, Insurance, Remote Credit, Remote ACH Transfer, Web Payment.

Payment Status: Paid means the payment has been completed. Expected means the payer and amount have been entered onto the payer card on the Payments page but the payment has not yet been finalized. Insurance payments that have not yet had payment recorded will show as Expected.

Payment Subtotal: The amount the customer owes prior to any Convenience Fees.

Convenience Fee: The fee charged to your customer. This is added onto the Payment Subtotal to arrive at the full Payment Total that the customer owes. The percentage for this Convenience Fee can be programmatically set in Gather, allowing you to offset the Processing Expense charged by Gather. This allows you to ensure that your Payout Total is equal to or even greater than the Payment Subtotal. This fee can be adjusted dynamically per case, as needed.

Payment Total: The total amount the customer actually pays, including any Convenience Fees. Payment Subtotal + Convenience Fee = Payment Total.

Processing Expense: The processing expense that Gather charges the funeral home to utilize GatherPay. You can offset this expense (and more) by programmatically adjusting the Convenience Fee percentage that is charged to your customer.

Payout Total: The total amount paid to the funeral home from this transaction. Payout Total = Payment Total - Processing Expense. You can increase this payout by programmatically adjusting the Convenience Fee percentage that is charged to your customer. Convenience Fee - Processing Fee = Your total processing revenue (or expense).

Payment Date: This is an adjustable date to reflect when the actual payment was made by the customer. For example, a customer may have paid prior to when the payment was entered into Gather, this field allows the funeral home to enter the correct date for the actual receipt of the payment even if it was in the past.

Payment Created By: This represents the person that entered the payment into Gather and is different from the Payer Name field. For Web payments, the funeral home employee assigned to the case at the time of the payment will be listed in this field. For Remote Payments, the funeral home employee that sent the remote request will be listed in this field.

Payment Created Date: This is the date that the payment was created in Gather. This date and time cannot be changed. To adjust when the payment was actually made by the customer, use the Payment Date.

Payment Memo: The optional note attached to each transaction. If edited, this field will show the most recent iteration of the Payment Memo. This can only be entered by a funeral home employee, except in the instance of Web Payments, which are entered by the payer.

Payout Date: This is the date that the payment is expected to be desposited into the funeral home bank account. Learn more about how payouts work in this article: https://help.gather.app/en/articles/8076304-how-do-payouts-work-in-gather

Case Created On: The date the case was first created in Gather UNLESS the Case Type has been converted to a new Case Type (e.g., Pre-Need to At-Need) then the most recent conversion date is used instead. This field includes the time if available, which is visible on hover and in the download. Timezone is driven by the funeral home location timezone.

Case Assignee: The currently assigned team member on this case.

Case WorkFlow: Custom WorkFlows allow you to change the way Gather works to fit the way you work so that you can focus more on what matters most. This field represents the currently applied WorkFlow.

Case Watcher: One or more individuals can be added as a watcher, allowing them to emulate the case assignee.

Case Death Date: Safest way to filter by date of death. If no death date, the date the case was first created in Gather is used. If no death date AND the Case Type has been converted to a new Case Type (e.g., Pre-Need to At-Need) then the most recent conversion date is used instead. NOTE: If a range is used for an unknown death date, this field will use the earliest date of the range.

KeepTrack #: The unique, 7-digit code assigned to a case when KeepTrack™ is initialized on a case to help maintain an accurate chain of custody. Cannot be changed.

Case Labels: Labels are a helpful way to categorize cases across multiple dimensions. Each applied label will display here.

Case Number: The unique case identifier assigned to the case. Can be adjusted.

The Payments data source enables a range of reporting options to help you manage finances, analyze customer payment behaviors, and monitor revenue. Here are some example reports you can create with Payments data:

Create a report showing the total payments received each month. This can help you monitor revenue trends over time and identify seasonal patterns in payment activity.

Generate a report to see which payment methods are most commonly used. This insight can help you determine which payment options are most popular with your customers, informing decisions on payment processing tools and methods to prioritize.

View total payments made on a case-by-case basis, providing a financial snapshot of each case. This report is useful for understanding case-specific revenue and ensuring all payments align with the associated case details.

Calculate the average payment amount received, either over a specific timeframe or across all cases. This report can provide insights into typical payment sizes, helping you set realistic revenue goals and better understand customer spending patterns.

As with all data sources in Gather Analytics, access to the Payments data source can be managed by your funeral home admin:

Individual Access: Admins can grant or restrict access to the Payments data source based on employee roles. This allows financial information to be shared only with team members who need it.

Location-Specific Access: For funeral homes with multiple locations, admins can manage access per location. For instance, an employee may have access to the Payments data source at Location A but not Location B, ensuring that data access aligns with responsibilities and location-specific needs.

Admin Privileges: Admins automatically have access to the Payments data source within the locations they oversee, ensuring they have full visibility into financial transactions relevant to their site.

With these controls, you can ensure data privacy and security, while empowering the right team members to access essential financial data.

If you have questions about using the Payments data source or need help setting up reports, feel free to reach out to our team anytime or call us at (208) 908-0488. We’re here to help!