Collection Reporting — Success Rates, Clawbacks & Reconciliation
Collection Reporting
The Reports page at /dashboard/reports provides a suite of operational reports covering the full Direct Debit collection lifecycle — from mandate creation through to fund forwarding. Reports can be filtered by date range, viewed in the dashboard, and exported as CSV files. All report data is also available via tRPC for programmatic access.
Accessing Reports
Navigate to /dashboard/reports in the dashboard. Use the date range picker at the top of the page to filter all reports to your desired time window.
Available Reports
1. Collection Success Rate
Shows the proportion of DD collections that succeeded versus those that failed, broken down by period.
| Field | Description |
|---|---|
| Period | Daily, weekly, or monthly grouping |
| Total Attempted | Number of collections submitted in the period |
| Successful | Collections that settled without issue |
| Failed | Collections that failed or were returned |
| Success Rate | Percentage of successful collections |
- Displayed as a chart for trend visualisation and a table for precise figures
- Toggle between daily / weekly / monthly granularity
2. Clawback History
A full log of all clawback events where a tenant's bank has reversed a previously settled DD payment.
| Field | Description |
|---|---|
| Date | Date the clawback was received |
| Amount | Value of the clawback in GBP |
| Reason Code | BACS reason code for the reversal |
| Mandate | The associated mandate reference |
Use this report to monitor clawback frequency, identify problem mandates, and review exposure against the clawback reserve.
3. Mandate Activity
Tracks changes to mandate status over time, giving a view of portfolio growth and churn.
| Field | Description |
|---|---|
| Period | Daily, weekly, or monthly grouping |
| New | Mandates created in the period |
| Cancelled | Mandates cancelled in the period |
| Suspended | Mandates suspended in the period |
Useful for understanding onboarding rates, identifying periods of elevated cancellations, and tracking overall mandate health.
4. Forward Reconciliation
Reconciles the amounts collected, held, and forwarded across the fund flow — from tenant collection through to agent client account.
| Field | Description |
|---|---|
| Period | Date or date range of the transactions |
| Collected | Total amount debited from tenants via BACS |
| Held | Amount currently held in the Griffin DD holding account |
| Forwarded | Amount forwarded to the agent's Griffin client account |
Differences between collected and forwarded amounts represent funds in the hold period or retained as part of the clawback reserve.
Exporting Reports
Every report includes a CSV export button. Clicking it downloads the current report — filtered to the selected date range — as a .csv file, suitable for import into spreadsheet tools or external accounting systems.
API Access via tRPC
All report data is exposed through tRPC, allowing consuming applications to retrieve report data programmatically without using the dashboard UI.
Available tRPC procedures correspond to each report:
reports.collectionSuccessRate— collection success rate by periodreports.clawbackHistory— clawback log with amount, reason code, mandate, and datereports.mandateActivity— new/cancelled/suspended mandate counts by periodreports.forwardReconciliation— collected vs held vs forwarded amounts
All procedures accept a dateRange input ({ from: Date, to: Date }) and a period input ('daily' | 'weekly' | 'monthly') where applicable.
Report data is scoped per customer — each letting agent only sees data for their own mandates and collections.