For: Front office managers, finance leads, and operations teams using Prommt to collect and track payments.
Prerequisites
Before you start, you'll need:
An active Prommt account with at least one payment request sent
Appropriate user permissions (Admin or reporting access — check with your Prommt Administrator if you're unsure)
For multi-property accounts: confirmation of which Location you want to report on
Overview: Prommt's two reporting tools
Prommt gives you two places to access payment data, and they work together:
Tool | What it's for |
Statistics Dashboard | At-a-glance summary of payment activity — totals, counts, payment method split |
View Payments | Searchable, filterable transaction list — find individual payments, check statuses, export data |
Use the Statistics Dashboard for a quick health check. Use View Payments for detailed queries, reconciliation, and data export.
The Statistics Dashboard
Where to find it
The Statistics Dashboard is the first screen you see when you log in to Prommt. It's also accessible at any time from the left-hand navigation.
What the dashboard shows
The dashboard is split into three tabs:
Bank Payments — completed Pay by Bank transactions
Card Payments — completed card transactions
Paid Externally — requests manually marked as paid outside of Prommt
Each tab shows a summary of payment activity for the selected period — total value, number of transactions, and a breakdown by status.
Filtering the dashboard
You can filter by Location and Date Range to focus on the data that's relevant to you.
To set a custom date range:
Click the Date Range dropdown — it defaults to Last 30 Days
Select Custom from the options
Enter your start date and end date
The dashboard refreshes automatically
For multi-property accounts, use the Location filter to switch between individual properties or view all locations combined.
Quick-access reports
At the bottom of the Statistics Dashboard, you'll find three shortcut buttons:
Successful Payments
Pending Payments
Refunded Payments
Clicking any of these takes you directly to View Payments with the relevant filters pre-applied — saving you a step when you need a quick report run.
View Payments — detailed transaction data
Where to find it
Click View Payments in the left-hand navigation.
What you'll see
View Payments shows every payment request on your account, ordered by most recent first. Each row displays the customer name, amount, status, date sent, and delivery channel at a glance.
Filtering and searching
Use the filters at the top of the screen to narrow down the list. You can filter by:
Date range — any custom period
Status — e.g. Paid, Sent, Expired, Refunded
Location — for multi-property accounts
Payment method — card or Pay by Bank
Use the search bar to find a specific request by customer name, email address, reference number, or amount.
Payment request statuses explained
Status | What it means |
Sent | Delivered to the customer — awaiting payment |
Partially Sent | One delivery channel failed. See [Troubleshooting: Partially Sent payment request status] |
Paid | Customer has completed payment |
Paid Externally | Manually marked as paid outside of Prommt |
Expired | The payment link has passed its expiry date without payment |
Cancelled | The request was manually cancelled |
Refunded | Payment has been fully refunded |
Partially Refunded | A partial refund has been issued against this payment |
Failed | A payment was attempted but not completed |
Opening a payment record
Click any row to open the full payment detail screen. Here you'll find:
Customer name, email, and phone number
Payment amount and method
Date sent and date paid
Delivery status for each channel (email, SMS, WhatsApp)
Gateway reference and Transaction ID
Custom Field values (e.g. reservation number, room number)
Any reminders sent
Exporting payment data
Prommt's export function produces a CSV of your payment records — ready for import into your PMS, finance system, or reconciliation spreadsheet.
How to export
Go to View Payments
Apply your filters — set the date range, status, and location before exporting
Click Export
A CSV file downloads automatically
The export contains all key fields: customer details, amounts, dates, payment status, delivery channel, gateway reference, Transaction ID, and any Custom Field values.
Tip: The CSV only includes records that match your current filter selection. Always confirm your filters are set correctly before exporting — particularly the date range and location.
End-of-day reconciliation
For front office and finance teams running a daily reconciliation, the recommended workflow is:
Open the Statistics Dashboard for a summary of the day's totals
Set the date range to Today (or your settlement period)
Click Successful Payments to jump to View Payments with paid transactions pre-filtered
Export the filtered data as a CSV
Cross-reference against your PMS (e.g. OPERA Cloud) or gateway settlement report
For OPERA Cloud users, Prommt payments post automatically to the relevant reservation folio — no manual entry required. If a payment shows as Paid in Prommt but isn't appearing on the folio, see [After payment: posting to your back-office system].
What success looks like
After running your export, you'll have a CSV with one row per transaction showing amount, status, date, gateway reference, and custom fields. This file can be imported into your finance system or used directly for end-of-day sign-off.
The Statistics Dashboard will show totals matching the sum of your export — if the numbers differ, check your filters match the same date range and location.
Troubleshooting
The Statistics Dashboard is showing no data. Check that the date range and location filter are set correctly. If no payment requests have been sent on your account yet, all figures will show as zero.
The dashboard totals don't match what I expected. All dashboard figures are based on requests created within the selected period — not necessarily settled or received in that period. For a more granular breakdown, go to View Payments and apply your filters there.
The export is missing payments I know exist. Confirm all relevant filters are cleared or set to cover the right period and location. The CSV only exports what the current filter shows — it won't include records outside the selected range or location.
The Export button isn't producing a file. Check your browser isn't blocking downloads. Try a different browser (Chrome or Edge recommended) or contact Prommt Support if the issue persists.
A payment shows as Paid but the funds haven't arrived yet. Prommt reflects the gateway's confirmation. Funds settle on your standard gateway schedule — typically 1–3 working days depending on your gateway and bank. If settlement is significantly delayed, check your gateway portal directly or contact your gateway provider.