VendorHearth Pro allows organizers to export payment information into a CSV file for administrative review and recordkeeping.
Payment reports provide a convenient way to review VendorHearth payment records outside of WordPress.
What Is Included in a Payment Report? #
Payment reports are based on payment records stored in VendorHearth.
Depending on your organization’s activity, this may include payments associated with:
- Vendor applications
- Online payment processing
- Manual payments
- Historical payments
- Other supported VendorHearth payment workflows
The exact information available depends on the payment records stored in your system.
Why Export Payment Information? #
Payment exports can be useful for:
- Reviewing vendor payment activity
- Identifying paid and unpaid records
- Internal reconciliation
- Administrative recordkeeping
- Comparing VendorHearth records with your payment processor
- Working with payment information in spreadsheet software
Opening the Payment Export #
VendorHearth exports payment reports in CSV format.
You can open the file with applications such as:
- Microsoft Excel
- Google Sheets
- Apple Numbers
- LibreOffice Calc
You can then sort and filter the information as needed.
Manual and Historical Payments #
VendorHearth can contain payment records that were entered manually or created as historical records.
For example, when importing an existing application as Confirmed/Already Paid, VendorHearth can create an appropriately labeled historical payment record.
This does not create a fake Square transaction.
The record indicates that the payment was already handled outside the normal VendorHearth payment workflow.
Compare With Your Payment Processor #
VendorHearth payment reports are useful for managing vendor participation, but they should not replace the official transaction records from your payment processor.
When reconciling Square payments, compare VendorHearth records with the corresponding information available through your Square account.
Your payment processor remains the authoritative source for the actual financial transaction.
Investigating a Missing Payment #
If a vendor says they paid but VendorHearth does not show the expected status, do not immediately create another payment record.
First:
- Check the VendorHearth payment record.
- Review the vendor’s application.
- Verify the transaction with your payment processor.
- Review Square webhook activity if applicable.
- Determine whether the payment was completed outside VendorHearth.
This helps prevent duplicate or inaccurate payment records.
Exported Reports Are Snapshots #
A payment CSV reflects the information available when the report was generated.
If additional payments are received afterward, the existing spreadsheet will not automatically update.
Generate a new report whenever you need current payment information.
Editing the CSV Does Not Change Payment Records #
Changing a payment status or amount in Excel or another spreadsheet does not change VendorHearth.
Payment corrections must be made through the appropriate VendorHearth or payment-processing workflow.
The CSV is for reporting, not for editing the live database.
Protect Financial Information #
Payment reports should be treated as internal administrative records.
Do not publicly distribute payment exports.
Store them appropriately and limit access to people who legitimately need the information.
Never add sensitive credentials such as:
- Square Access Tokens
- Webhook Signature Keys
- WordPress passwords
- Payment account passwords
VendorHearth reports do not require these credentials.
Payment Reports and Accounting #
VendorHearth is a vendor-management system, not a replacement for dedicated accounting software.
Payment exports can assist with reconciliation and administrative review, while your payment processor and accounting system should be used for official financial reporting as appropriate.
Next Step #
Continue to Exporting Season Pass and Paid Add-On Reports to learn how to review Season Pass participation and additional vendor purchases outside of VendorHearth.
