MMAP for Finance

Finance & Reporting

Built for the person who has to make the numbers tie out. Invoicing, AR aging, payment reporting, bank reconciliation, and a QuickBooks Online sync — all running off one ledger, so accounts receivable, transactions, and deposits agree instead of drifting across separate tools.

Why AR, transactions, and deposits agree

The most common finance complaint we hear is that aging, transactions, and deposits don't match — because each lives in a different system. MMAP keeps them in one place:

✓AR aging is invoices minus payments — computed from the same records as the transaction report, not a separate spreadsheet that drifts.
✓Recording a payment reduces the matching invoice balance, which reduces AR. One action, one source of truth.
✓The reconciliation tool ties your actual bank deposits back to those recorded payments, so deposits → transactions → AR are one continuous chain.
✓Closing a period locks it, so a month you reconciled cannot quietly change underneath you later.

What you can run today

Everything here is live and in use by MMAP schools.

Invoicing

Invoices with multiple line items (tuition, deposits, one-time fees, services, discounts) and clear statuses — draft, pending, partial, paid, overdue, voided. Recurring tuition or one-time charges; deposit invoices tracked separately.

AR aging

Outstanding balances bucketed 0–30, 31–60, 61–90, and 90+ days overdue — with the dollars in each bucket and a per-family at-risk table showing total balance, oldest invoice, and risk level. Send past-due reminders in a batch or one family at a time.

Payments / transactions

Every payment with date, invoice, student, amount, method, and the Stripe reference — filterable by month, quarter, or custom range, with collected totals and a per-row QuickBooks-synced indicator. Exports to CSV.

Bank reconciliation

Upload your bank statement (CSV) and MMAP matches each deposit to a recorded payment — flagged exact, suggested, multiple-candidate, or unmatched. Confirm, ignore, or pick from candidates; close and lock the period. Both the matches and any unmatched MMAP payments export to CSV.

QuickBooks Online sync

Push invoices and payments to QuickBooks Online. Households become QBO customers (split billing supported for separated co-parents), and a per-school mapping routes each line description to the right QBO sales item, with a default fallback and discounts posted as negatives.

Accounting export

Export completed payments for a date range in QuickBooks Online, Xero, or generic CSV format, with import instructions per provider — for accountants who reconcile outside an OAuth sync.

Invoice adjustments

Apply credits, discounts, prorations, financial aid, fees, or corrections. Each adjustment carries a reason, updates the invoice total and status automatically, lands on the student timeline, and can be voided to restore the original.

Autopay

Require families to keep a payment method on file and set the day of the month invoices auto-charge. Families see the charge day in their portal.

Payroll export

Hours from the time clock roll up per staff member — regular, overtime, PTO, sick — for a pay period, and export to Gusto (connected) or CSV. View recent Gusto payroll runs (period, check date, gross, taxes, net) in-app.

Period close

Close a month to prevent retroactive edits. Closed periods are locked; corrections go through adjustment entries, not silent edits — so a reconciled month stays reconciled.

Tuition plans

Build plans on any schedule — monthly (10-pay), quarterly, semester, annual, or specific custom months — with a billing window and attached one-time fees. Assign to families to generate invoices on schedule. Per-student service enrollments (before/after care, camp) flow onto invoices, with scholarship overrides.

Sustainability & forecast

Break-even tuition and break-even enrollment, a 12-month revenue forecast by source, cash-runway and aid-to-revenue risk indicators, and a 5-year enrollment projection with capacity utilization and FTE needs.

Reports you can export

Every report below downloads to CSV for your own analysis, your board packet, or your accountant:

· Invoices — invoice #, family, due date, total, paid, balance, paid %, status
· AR aging / at-risk — family, balance, oldest invoice, risk level
· Payments — date, invoice #, student, amount, method, Stripe reference, QBO-synced
· Reconciliation — bank date, description, amount, match status, matched payment & date & method
· Accounting — QuickBooks Online, Xero, or generic format
· Payroll — per-staff hours by category for the pay period

Where MMAP hands off to your accounting system

MMAP runs your school's billing and receivables. It is not a general ledger, and we're straight about the line:

Deferred revenue & accrual reporting— MMAP does not produce a deferred-revenue schedule. That's accounting-grade work best run in QuickBooks Online, which the Finance Engine sync feeds with your invoices and payments. Your accountant runs revenue recognition there, off MMAP's data.
Stripe payouts — reconciliation matches your bank deposits to recorded payments; the payout-to-bank settlement detail lives in your Stripe dashboard.
PDF statements & batch statement runs — reports export to CSV today; formatted PDF month-end statements are on the roadmap.

For your finance team's review

The full QuickBooks Online sync, invoice/payment reporting, and bank reconciliation are part of the Finance Engine add-on. Happy to walk a business manager or bookkeeper through any of it with real data — email info@montessorimakers.org.

MMAP · Built for schools