Transactions and statuses
The Transactions tab is where you review all the money that comes into your business. Every Stripe card payment, every Bizum, every cash payment, every bank transfer and every payment collected outside TrainerStudio can be recorded here, whether or not it is linked to a product.
A transaction can come from Stripe, it can be a manual payment linked to a catalog product, or it can be a standalone entry: money that does not fit any product (a gift voucher, a one-off charge, a past payment you want to document, a partial refund...).
Transaction types
There are two ways to register a manual transaction from the Register transaction button:
- Catalog product: you link the transaction to an existing product and billing plan. This is the usual case when a client pays you for coaching, a challenge or a program. It gives the client access and shows up in the monthly recurring revenue (MRR) metrics when the plan is recurring.
- Standalone entry: you enter a free-text concept, an amount and a currency. It does not give access to any product. It is useful for payments that are not part of your catalog or that happened in the past.
Stripe transactions are created automatically when the client pays a checkout link.
Date and time
Every manually recorded transaction has a date and time. By default it is the moment you record it, but you can change it to reflect when the money actually came in. If you receive a Bizum payment on a Saturday and log it on Monday, enter Saturday's date so your monthly metrics stay accurate.
Transactions are sorted by that date and time in the table, not by the date you recorded them.
How to read a transaction
Start by looking at the client and the concept. That tells you who paid and what for. If the transaction is linked to a product, the concept is the product name. If it is a standalone entry, it is the text you wrote.
The source tells you how the money came in. If it is Stripe, the payment was created through checkout or a subscription. If it is Manual, you recorded it yourself in TrainerStudio. If it is External, the payment happened outside TrainerStudio and Stripe but you are documenting it here.
What the statuses mean
Payment statuses help you decide what to do with each transaction.
Pending means the transaction exists but something is still missing: maybe the client did not finish checkout or you have not confirmed a manual payment yet.
Paid means you have already received the money.
Unpaid or Past due indicate that the money should have arrived but is not confirmed. It is worth checking them every few days.
Not required is used when you give access for free or do not expect to charge anything.
Canceled or Refunded explain that the transaction is no longer active or that there was a refund.
The transaction status shows whether access to the product is active, completed, pending or closed. Standalone entries do not grant access, so for them that status only reflects the payment situation.
Edit a transaction
From the actions menu you can edit the client, the concept, the amount, the currency, the date, the collection method, the payment status and the notes. This is especially useful for manual transactions and standalone entries.
If the transaction comes from Stripe, keep one important idea in mind: changing a transaction in TrainerStudio does not change what happened in Stripe. Writing a note does not cancel a subscription. Marking something internally does not refund money.
For real financial actions on payments made through Stripe, open Stripe settings.
Why it can change on its own
Stripe transactions are updated when Stripe notifies TrainerStudio of important events: a completed checkout, a failed payment, a paid invoice, a canceled subscription or a refund.
TrainerStudio picks up those changes so you can review transactions in a clear table, without digging into every technical Stripe event.
With generic links, Stripe also sends the buyer's details when the payment is confirmed. TrainerStudio uses the email to assign the transaction to an existing client or to create a new client if the link had that option turned on. If it cannot assign it, the transaction stays pending assignment for you to review.