How to | Track all Revenue | GB Members CRM Help Center

To establish a clear process for accurately recording all revenue streams in GB Members to prevent discrepancies between CRM-reported revenue and CPA financial statements.

Overview
Best Practice
Compliance & Monitoring
Summary & Next Steps

1. Overview

Many schools are collecting revenue outside of GB Members, including:
✅ Direct Deposits (e.g., homeschool programs)
✅ Special Events & Camps (e.g., Eventbrite registrations)
✅ Third-Party Platforms (e.g., ClassPass, external billing platforms)

Since these transactions are not automatically reflected in GB Members, the revenue appears lower than actual earnings, leading to financial discrepancies.

2. Best Practice for Tracking External Revenue in GB Members

A. Homeschool Programs / Direct Deposits

If revenue is received directly into a bank account through a Homeschool Program, for example, (bypassing GB Members), schools must:

Manually record the payment in GB Members using the Cash Registration feature for the applicable student.
Review your reports in the Homeschool Program to confirm which student the payment was intended for before recording it.
Ensure all payments are categorized correctly for financial reporting.

B. Special Events (Camps, Seminars, etc.)

Option 1: Invoice Directly via GB Members

Use Additional Services in GB Members to set up a recurring billing schedule for the event.
- This method is ideal for structured payment plans (e.g., multi-session camps). Recurring charges can be automatically processed for limited durations.
You could also bill directly through Pro Shop Additional Services.
- ProShop is best for one-time event payments, merchandise sales, or drop-in fees.

Option 2: External Platform (Eventbrite, etc.)

If using Eventbrite (or similar), process a manual cash sale in the ProShop for each registrant.
This creates a transaction record in GB Members, ensuring revenue tracking without double billing the Student.

3. Compliance & Monitoring

Who is responsible?

School Owners and Program Directors must ensure ALL revenue is logged in GB Members.
You should monitor and reconcile CRM data with financial statements.

Auditing & Reporting

Schools should run financial reports monthly in GB Members to compare against CPA statements.
Any discrepancies should be flagged and corrected by updating entries in GB Members.

4. Summary & Next Steps

Schools must track ALL revenue in GB Members, even if using external platforms.
Use Cash Registration or ProShop entries for any revenue collected outside of GB Members.
Reconcile financial reports monthly to identify discrepancies early.
CPAs should regularly check homeschool programs and Eventbrite transactions for accuracy.

Need Assistance?

For further assistance or clarifications, please contact northamerica@graciebarra.com

You can also schedule a 1-1 consultation: https://graciebarra.link/gbmembers-consultation

How to | Track all Revenue

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