Financial Reports
The Financials tab in your tournament management dashboard shows a complete breakdown of revenue, fee adjustments, and per-section data. You can also export everything to an Excel workbook.
Accessing Financial Reports
From your tournament page, click Manage, then select the Financials tab.
The Financials tab is only visible to users with organizer-level access (organization admins and managers). Tournament Directors without organizer access do not see this tab.
Summary Cards
Four cards at the top of the page give you the key numbers at a glance:
| Card | What it shows |
|---|---|
| Active Players | Number of currently active registrations, with a note showing how many have withdrawn |
| Fees Collected | Gross revenue from completed online payments; does not include outstanding invoices |
| Outstanding Invoices | Total value of invoices that have not yet been paid, with a count of pending invoices |
| Net Income | Your estimated take-home after platform fees, PayPal fees, and refunds |
Registration Fee Adjustments
This section shows how your gross registration revenue was built from individual fee components. These values are captured at the time of each registration and do not change if you later modify the tournament’s fee settings.
| Line | What it represents |
|---|---|
| Base Entry Fees | Sum of all base registration fees before any adjustments |
| Membership Discounts | Total discounts applied via member pricing tiers |
| Titled Discounts | Total discounts applied to titled players (FM, IM, GM, etc.) |
| Coupon Discounts | Total reductions from discount codes |
| Play-Up Fees | Additional fees from players registering above their rating range |
| Custom Pricing Adjustments | Admin-applied custom pricing overrides (positive or negative) |
| Minimum Fee Adjustments | Upward adjustments to meet configured minimum fees |
| Total Registration Fees | The net total of all lines above |
Financial Breakdown
This section connects your collected fees to your actual net income:
| Line | What it represents |
|---|---|
| Total Fees Received | Gross revenue from online registrations (same as “Fees Collected” card) |
| Paid Invoices | Revenue from invoices that have been marked as paid |
| Outstanding Invoices | Revenue from invoices still pending payment |
| Platform Fees | ChessRoster’s per-registration fee — non-refundable when a player withdraws under standard policy |
| PayPal Processing Fees | PayPal’s transaction fees (~2.9% + $0.30 per transaction); partially refunded by PayPal when you issue a refund |
| Total Refunds | Sum of all refunds issued |
| Net Organizer Income | What you keep after all fees and refunds |
A help icon ( ? ) next to the section heading opens an in-app explanation of each line with a link to the Payment Policy.
Refund Impact on Financials
How a refund affects your net income depends on the refund policy set for the tournament:
| Refund Policy | Player receives | Platform fee impact |
|---|---|---|
| Full refund | 100% of amount paid | Organizer absorbs the platform fee (it is not refunded back to you) |
| Standard refund | Amount paid minus fees | Player’s refund is reduced by platform and PayPal fees |
| No refund | Nothing | No automatic refund issued |
Manual refunds issued by an organization admin or (if enabled) a Tournament Director follow the same logic and appear in Total Refunds.
Platform Fee Configuration
If your organization has a custom platform fee configured, a blue info card appears above the Financial Breakdown section showing the fee structure:
- Fixed fee per registration — a flat dollar amount charged per registration
- Percentage fee — a percentage of the entry fee
These fees are charged in addition to PayPal’s processing fees. The exact breakdown varies per registration and is reflected in the Platform Fees line in the Financial Breakdown.
Registration Payment Methods
This section shows a count of players by how their registration was handled:
| Line | What it represents |
|---|---|
| Paid via Platform (PayPal) | Players who completed online payment through ChessRoster |
| Manually Registered — Marked as Paid | Players added by staff and marked as having paid |
| Manually Registered — Marked as Free | Players added by staff with no fee charged |
| Manually Registered — Marked as Unpaid | Players added by staff but payment not yet confirmed |
| Total Active Players | Sum of all active registrations |
Players marked as unpaid are highlighted in amber, since they represent potential uncollected revenue.
Revenue by Section
For multi-section events, a table at the bottom shows each section separately:
| Column | What it shows |
|---|---|
| Section | Section name |
| Players | Number of active registrations in this section |
| Total Revenue | Gross revenue collected for this section |
| Platform Fees | ChessRoster fees for this section’s registrations |
| PayPal Fees | PayPal transaction fees for this section’s payments |
| Total Refunds | All refunds issued for players in this section |
| Net Income | Revenue minus all fees and refunds for this section |
Exporting to Excel
Click Export Excel at the top right of the Financials tab to download an .xlsx workbook.
The workbook contains two sheets:
- Financial Summary — All summary cards, fee adjustment lines, financial breakdown lines, payment method counts, and the platform fee configuration (if applicable)
- Revenue by Section — The per-section table in the same format shown in the UI
The export uses the same data and labels as the screen, so the numbers match exactly.
Understanding Net Income vs. PayPal Transactions
Net Organizer Income reflects the financial picture within ChessRoster. PayPal deducts their fee before depositing funds to your account, and ChessRoster records the actual PayPal fee from each transaction.
To reconcile individual transactions, use your PayPal account’s transaction history. The player name and order ID on ChessRoster’s Registrations tab can help you match records.
Related Topics
- PayPal Setup — connect a PayPal account before running paid tournaments
- Managing Participants — view and manage individual registrations
- Discount Codes — create promo codes that affect fee totals