How to Make a Payment Calendar in Planfix, Step by Step
A payment calendar shows which payments are due on each date, so you can stop keeping separate spreadsheets. You don’t need a separate payment calendar app either: in Planfix, it’s a report built on payment tasks, and each payment’s discussion stays inside its task. This two-minute video shows how to make a payment calendar from a payments object, its statuses and a report grouped by date.
What’s in the video
- See the calendar in action: payments summed by date, groupings you can expand and a date range for past or upcoming payments (0:08).
- Follow one payment from the task the accountant creates to the paid status (0:32).
- Set up a payments object with amount and recipient fields (0:56).
- Configure the object’s statuses (1:23).
- Create the report with columns, a total, filters and grouping by date (1:32).
Set up a payment due date calendar in 3 steps
Step 1. Create the payments object
In the video, every payment is a task of a dedicated payments object. Custom objects combine fields, status sets and automated scripts in one lifecycle. Go to Account Management → Types of objects (called Objects when the video was recorded) and click New Object. Enter a name, remove the fields you don’t need and add two new ones:
- the payment amount, a Number field;
- the recipient, a Counterparty field.
You can prefill fields so they fill in automatically whenever someone creates a payment, for example, with the person responsible for payments. Then save the object card.
Step 2. Set up the payment statuses
Continue with the object’s status configuration. Standard statuses are added to the set automatically: remove the ones you don’t need, add those that match your payment process, including a paid status, and arrange them in the order you want. To add a status, click Add status to set and pick an existing status or create one with Plus. Removing a status from the set doesn’t delete it from the account.
Step 3. Create the payment report
Open Reports and click New report. Name the report and select the object it’s based on. Then:
- in the Report view, add the name, date, recipient and payment amount columns;
- on the payment amount column, set up grouping and add a total;
- under Selection parameters, add filters for the payment amount, due date and object;
- group and sort the data by date;
- save the report.
Example: one payment, from task to paid status
The demo opens with a simple question: how much do you need to pay out in the next few days? The report answers it by summing payments by date, and each payment behind those sums is a task of the payments object.
Here’s how one payment moves through it. The accountant creates a task and enters the payment details, and every discussion about the payment continues in that task until the process is complete. If the amount is missing or the payment has to be rescheduled, the accountant opens the task and updates the data, and the report updates immediately. Once the payment is made, the accountant changes the task status to paid, and the report picks up that change automatically.
Who needs a payment tracker calendar
- Business owners: see the week’s outgoing payments in one report, summed by date, and keep cash flow under control.
- Teams that bill clients: track incoming payments with the Invoices ready-made solution. It comes with Payment due and Payment Amount fields, statuses such as Awaiting Payment and Payment Received, and an Invoice Payments report; it requires the Business plan.
- Anyone paying rent or subscriptions: schedule these regular payments as recurring tasks; recurring tasks scheduled in the future are already visible in the Planner calendar.
Payment calendar FAQ
How do you make a payment calendar in Planfix?
Create a payments object with amount and recipient fields and set up its statuses. Then build a report on it: add a total to the amount column, filter by amount, due date and object, and group and sort the data by date. Each payment is a task, and the report sums them by date.
How do I track upcoming payments for next week?
Run the payment report and change its date range to the coming week. The report then shows that week’s payments summed by date; move the range back to review past payments.
Do I need a separate payment calendar app?
No. The payment calendar is a Planfix report on a payments object, so payments, statuses and discussions stay in one account. To see payment tasks on a day, week or month grid, use the task calendar in the Planfix Planner and narrow it down with selection parameters.
Put this month’s payments in one place
Create the payments object, add this month’s payments as tasks and build the report once; from then on, it updates automatically whenever a payment task is added or changed. For every report setting, see the Help Center article on creating a report. New to Planfix? Start your free trial.
This video was featured in What’s New in Planfix: May 2025.
