Review receivables with Finance Copilot

Use Finance Copilot to review unpaid orders, draft recovery outreach, and run a recorded monthly-close checklist without treating a suggestion as a posted accounting entry.

Access and dependencies

• Use a Finance Admin, administrator, or other account with manage_woocommerce.
• WooCommerce supplies orders, statuses, totals, and customer billing data.
• Finance Agent is the intended customer term. The current Finance Copilot source still renders the legacy Ask Pippin label; treat that label as product-source leakage, not as public GymCore AI taxonomy. The control needs the AI plugin’s finance endpoint. The page remains useful for receivables and monthly close when that endpoint is unavailable.

Exact steps

Safe stop: Review receivables and create an outreach draft, but stop before Run monthly close until the month and underlying WooCommerce records have finance approval.

1. Open GymCore Admin > Finance Copilot.

2. Review Accounts receivable aging. The source groups failed, on-hold, and pending orders into 0–30 days, 31–60 days, 61–90 days, and 90+ days.

3. Open the corresponding WooCommerce order before acting on a row. Compare the customer, amount, issue date, currency, and status with the source order.

4. To prepare a message, select Draft outreach beside the receivable.

   Expected: GymCore creates a draft with the default gentle tone and queues it as a pending action. It does not send a message or retry a payment.

5. Review Failed-payment recovery queue for the order number and the installed subscription extension’s Last attempt and Next attempt values. Perform any retry only in that extension or gateway.

6. If the Finance Agent question control is available, use the currently rendered Ask Pippin field and select Ask. Treat the older label as a current UI defect and the answer as a lead for investigation, not as a transaction or correction.

   Expected: The answer appears on the page. If the AI finance endpoint is not wired, the page says it is unavailable and leaves financial records unchanged.

7. To run close, choose Month. The field defaults to the current UTC month. Select Run monthly close only after finance has approved the period.

   Expected: GymCore reconciles payout data, lists refunded subscriptions, writes a coach-payroll attendance CSV, requests sign-off through an action hook, and caches the result for that YYYY-MM month. A normal re-run returns Already closed for this month — re-running is safe.

8. Verify the final result in the owning systems: open the referenced WooCommerce orders, payout records, and generated payroll CSV, then compare the close summary with the accounting system.

   Expected: The WooCommerce and accounting totals support the close result, and every exception has an owner. The Finance Copilot result alone is not final accounting approval.

Effects, reversal, and sensitive data

The aging and recovery panels are read-only. Draft outreach creates a pending communication; remove or reject it in the owning approval queue if it should not be sent. Run monthly close writes a CSV under WordPress uploads, saves a close result in a WordPress option, and can notify an installed approval-queue listener. There is no customer-facing undo control. Limit access to customer names, emails, balances, and payroll attendance, and delete exported files under the gym’s retention policy.

If a panel is wrong

• Receivable is missing: confirm the WooCommerce order status is failed, on-hold, or pending and that its creation date is valid.
• Draft appears but no one can approve it: verify the installed AI approval-queue plugin; the draft endpoint intentionally never sends.
• Close uses the wrong month: do not force another run. Preserve the result and ask the finance owner to decide whether the cached close and CSV should be replaced.
• Accounting total differs: reconcile the source orders, refunds, and payouts; do not edit the displayed summary to force a match.

Related guides

• Memberships
• Billing Renewals
• Audit Logs