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Revenue Per Customer Documentation

Menu Location: Reports > Payments > Revenue Per Customer Report

Access Level: Manager / Administrator

Last Updated: 2026-03-01

Overview

The Revenue Per Customer report ranks customers by total payment amount within a specified date range. It provides a leaderboard-style view of your highest-value customers based on actual completed payments.

Primary Functions:

  • Rank customers by total revenue generated
  • Filter by minimum payment threshold
  • Select between date created or date completed for calculations
  • View customer payment history at a glance
  • Identify top-performing customers for rewards or outreach

Page Layout

Header Section

  • Page Title: Payments \ Revenue Per Customer Report
  • Breadcrumb Navigation: Links back to Payments section

Filter Controls

  • Minimum Amount Field: Dollar threshold to show only high-value customers
  • From/To Date Pickers: Define the analysis period
  • Date Type Selector: Choose "Date Created" vs "Date Completed"
  • Search Button: Generates report with current settings

Main Content Area

  • Ranked Table: Customer list ordered by total payment amount
  • Three Columns: Rank, Customer (with link), Amount
  • Total Row: Sum of all displayed customer payments

Report Data & Columns

Column Description Calculation/Source
Rank Customer's position in revenue ranking Sequential number 1, 2, 3... based on total amount descending
Customer Customer ID and full name Links to customer_info.php for detailed profile
Amount Total payments from this customer Sum of completed payments (excludes credits and debits)

Total Row:

  • Displays aggregate sum of all customer amounts shown in table
  • Updates based on minimum amount filter
  • Formatted as currency with 2 decimal places

Filters & Search Options

Minimum Amount Filter

Purpose: Exclude low-value customers from report

Configuration:

  • Input field accepts dollar amounts
  • Default: $0 (shows all customers)
  • Only customers meeting or exceeding this threshold appear
  • Useful for focusing on high-value customer segments

Example: Set to $1,000 to see only customers who spent at least $1,000 in the period.

Date Range Selection

From Date:

  • Calendar picker with manual entry
  • Defaults to 3 weeks ago if not specified
  • Sets the start of analysis period

To Date:

  • Calendar picker with manual entry
  • Defaults to current time if not specified
  • Sets the end of analysis period

Date Type: Created vs Completed

Date Created:

  • Uses the date_created timestamp from payment records
  • Represents when payment was initiated
  • Default selection

Date Completed:

  • Uses the date_updated timestamp from payment records
  • Represents when payment was successfully processed
  • Better for cash accounting

When to Use Each:

  • Created: For tracking when customers placed orders
  • Completed: For accurate revenue recognition timing
  • Difference: May vary by hours or days for payment processing

Sorting & Display Options

Sort Order: Automatically sorted by Amount descending (highest first)

Ranking Logic:

  1. Query all completed payments in date range
  2. Group by customer ID
  3. Sum payment amounts per customer
  4. Exclude credit and debit type transactions
  5. Sort descending by total amount
  6. Apply minimum amount filter
  7. Assign sequential rank numbers

Archive Integration:

  • Checks both current and archived databases (if enabled)
  • Combines totals across both sources
  • Ensures complete historical accuracy

Common Use Cases

Use Case 1: Identify Top 10 Customers This Month

Goal: Find your best customers for thank-you outreach

Steps:

  1. Set From date to first day of current month
  2. Set To date to today
  3. Leave Minimum Amount at $0
  4. Select "Date Completed" for accurate revenue timing
  5. Click "Search"
  6. View top 10 ranked customers
  7. Click customer names to open profiles

Example: If rank 10 shows $500, consider setting Minimum Amount to $500 to focus on just the top performers.

Use Case 2: Qualify for VIP Program

Goal: Find customers who spent over $1,000 this quarter for VIP upgrade

Steps:

  1. Set From date to quarter start (e.g., January 1)
  2. Set To date to quarter end (e.g., March 31)
  3. Enter "1000" in Minimum Amount field
  4. Click "Search"
  5. Export or note customer IDs for VIP tagging
  6. Click customer links to add VIP tags

Tips:

  • Use "Date Completed" for accurate quarterly revenue
  • Total amount at bottom shows revenue from qualified segment
  • Save customer list before navigating away

Use Case 3: Compare Customer Value Year-Over-Year

Goal: Identify growth or decline in customer spending patterns

Steps:

  1. Run report for full previous year (Jan 1 - Dec 31)
  2. Note top 20 customer IDs and amounts
  3. Run report for current year-to-date
  4. Compare same customer IDs between periods
  5. Identify customers with declining spend for outreach

Example: Customer who spent $5,000 last year but only $1,200 this year might need attention or special offers.

Use Case 4: Revenue Concentration Analysis

Goal: Determine what percentage of revenue comes from top customers

Steps:

  1. Set date range to analysis period
  2. Leave Minimum Amount at $0
  3. Click "Search"
  4. Note Total Amount at bottom (e.g., $50,000)
  5. Set Minimum Amount to $1,000
  6. Click "Search" again
  7. Note new Total Amount (e.g., $42,000)
  8. Calculate: $42,000 / $50,000 = 84% from high-value customers

Tips:

  • Helps identify revenue risk if concentrated in few customers
  • Useful for business planning and customer retention strategies

Use Case 5: Reward Program Budget Planning

Goal: Calculate reward budget based on top customer spending

Steps:

  1. Set date range to last complete fiscal year
  2. Set Minimum Amount to reward threshold (e.g., $500)
  3. Click "Search"
  4. Count number of qualifying customers (via Rank column)
  5. Multiply count by reward value (e.g., 50 customers × $25 = $1,250 budget)

Example: If 50 customers spent over $500, and you want to give each a $25 thank-you gift, budget $1,250 for rewards.

Troubleshooting

Customer Appears Multiple Times in List

Symptoms: Same customer name shows up with different rank positions

Check:

  1. Verify these aren't different customers with similar names
  2. Check customer IDs - they should be unique
  3. Look for duplicate customer accounts in system

Solutions:

  1. This should not occur with proper database structure
  2. Contact system administrator if duplicates appear
  3. Consider merging duplicate customer accounts

If Problem Persists: Report to Kiva Logic support with specific customer IDs showing duplication.

Total Amount Doesn't Match Expectations

Symptoms: Total at bottom doesn't align with accounting records

Check:

  1. Verify date range matches accounting period exactly
  2. Confirm "Date Completed" vs "Date Created" selection
  3. Check if Minimum Amount filter is excluding low-value transactions
  4. Verify payment status - only completed payments counted
  5. Remember credits and debits are excluded

Solutions:

  1. Use "Date Completed" for accrual-based accounting
  2. Set Minimum Amount to $0 to include all transactions
  3. Compare to Payment Transactions report for validation
  4. Check that date range boundaries are inclusive

Missing High-Value Customers

Symptoms: Expected customers don't appear in list

Check:

  1. Verify customer had completed payments in date range
  2. Check if Minimum Amount threshold is too high
  3. Confirm payments are status "Complete" not "Pending"
  4. Verify date range includes customer's transaction dates

Solutions:

  1. Expand date range to include earlier transactions
  2. Lower or remove Minimum Amount filter
  3. Check individual customer record for payment history
  4. Verify payment type (credits/debits are excluded)
  • Payment Transactions (billing-payments.php) - Detailed transaction-level reporting
  • Transaction Reports (transaction-report.php) - Transaction history analysis
  • Customer Info (customer_info.php) - Individual customer payment history and profile
  • Customer List (customer_search.php) - Browse and search all customers

Typical Workflow:

  1. Revenue Per Customer → Identify top customer → Customer Info for detailed history
  2. Revenue Per Customer → Find high-value segment → Add VIP tags → Send targeted offers
  3. Payment Transactions → See aggregate revenue → Revenue Per Customer → Identify individuals

Permissions & Access

Required Access Level: View access (implied from code - no specific permission check)

Access Level Capabilities:

  • Customer Service: View customer rankings
  • Manager: View and analyze customer revenue data
  • Administrator: Full access to all features and date ranges
  • Kiva Admin: All features plus database query access

Best Practices

Regular Analysis

  1. Run monthly reports to track customer value trends
  2. Compare quarter-over-quarter for seasonal patterns
  3. Monitor for declining spend from previously high-value customers
  4. Use for proactive customer retention efforts

Data Accuracy

  1. Always use "Date Completed" for financial reporting
  2. Use "Date Created" for order-timing analysis
  3. Verify date ranges match your reporting periods exactly
  4. Cross-reference with Payment Transactions report for validation

Customer Segmentation

  1. Use Minimum Amount to create tier segments
  2. Document threshold amounts for consistent reporting
  3. Track segment sizes over time
  4. Use rankings to prioritize customer service efforts

Things to Avoid

  • ❌ Don't confuse Date Created vs Date Completed - they serve different purposes
  • ❌ Don't forget to remove Minimum Amount filter when you need complete data
  • ❌ Don't assume rankings are static - they change with every new payment
  • ❌ Don't use this report for tax calculations - credits and debits are excluded

Quick Reference Card

Task Action/Location
View top 10 customers this month Set current month dates, sort by rank
Find VIP candidates Set Minimum Amount to VIP threshold
Check customer details Click customer name in table
See all customer spending Set Minimum Amount to $0
Compare to last year Run report twice with different date ranges
Calculate reward budget Count ranks meeting threshold, multiply by gift value
Focus on high-value only Increase Minimum Amount field
Use for accounting Select "Date Completed"
Track order timing Select "Date Created"
View complete revenue Note Total Amount at table bottom

FAQs

Why are credits and debits excluded from this report?

This report focuses on actual revenue from sales, not account adjustments. Credits and debits are accounting entries that don't represent new revenue, so they're filtered out to show true customer purchase value.

What's the difference between this and Payment Transactions?

Payment Transactions shows transaction-level details aggregated by time period. Revenue Per Customer aggregates all payments per individual customer, providing a customer-centric view instead of a time-centric view.

Can I export this data to CSV or Excel?

The current version doesn't have a built-in export button. To export, use your browser's print-to-PDF feature, or copy the table data and paste into a spreadsheet application.

Why might Date Created and Date Completed give different results?

There can be a delay between when a payment is created (initiated) and when it's completed (processed). For credit card processing, this might be seconds. For checks or manual processing, it could be days. Financial reports should use Date Completed for accuracy.

How far back does the archive search go?

If USEARCHIVE is enabled, the system searches both the current database and the archive database, providing complete historical data from when your system was first implemented. The exact start date varies by installation.

Change Log

2026-03-01

  • Initial documentation created
  • All sections completed based on billing-revenue-reports.php code review
  • Documented Date Created vs Date Completed functionality
  • Added minimum amount filtering details
  • Included archive integration information

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.