Reconcile a payout against sales
This guide walks through reconciling a completed payout (withdrawal) against sales and finance data for the same period. Read reconcile Dashboard and Finance first for ongoing mismatch troubleshooting.
Use this when accounting asks "does this bank deposit match our sales?" or when available balance does not match expectations.
Part 1 — Define the period
- Confirm you are in the correct business workspace.
[Screenshot: App header — correct business workspace selected.]
- Open withdrawal history and locate the completed payout to reconcile.
[Screenshot: Withdrawal history — completed payout row with date and amount.]
- Note payout date, amount, and withdrawal request ID.
[Screenshot: Withdrawal detail — amount, date, and status completed visible.]
- Define the sales period that should explain the payout (accounting cutoff).
[Screenshot: Reconciliation worksheet — payout date and sales period documented.]
- Confirm which payment methods apply (PIX, card, or both).
[Screenshot: Filter notes — PIX and card scope for reconciliation period.]
Part 2 — Pull sales and adjustments
- Open Sales with the same date range as your reconciliation period.
[Screenshot: Sales filters — date range matching payout period applied.]
- Export or summarize approved sales totals for the period. See export sales.
[Screenshot: Sales export or summary — approved total for period visible.]
- Open Financial Overview for gross and net revenue.
[Screenshot: Financial Overview — gross vs net revenue for same date range.]
- Subtract or note refunds processed in the period.
[Screenshot: Refund filter — refunded sales in reconciliation period listed.]
- Subtract or note chargebacks in the period.
[Screenshot: Chargeback tab — disputes in period documented.]
- Review fees and payout delay explaining gross-to-net difference.
[Screenshot: Fees summary — platform fees deducted from gross revenue.]
Part 3 — Match payout to balance
- Open Finance balance view for the payout date.
[Screenshot: Finance balance — available balance before and after withdrawal.]
- Confirm pending balance explains sales not yet withdrawable per settlement timelines.
[Screenshot: Pending balance — funds still settling vs available for payout.]
- Compare withdrawal amount to available balance movement.
[Screenshot: Balance movement — withdrawal amount matches available decrease.]
- Document variances: timing differences, partial refunds, or blocked withdrawals.
[Screenshot: Reconciliation notes — variance explanations documented.]
- Share summary with finance stakeholders and archive export files.
[Screenshot: Reconciliation report — final matched or explained variance shared.]
Reconciliation cheat sheet
| Line item | Source | Notes |
|---|---|---|
| Gross sales | Sales / Financial Overview | Before fees |
| Net revenue | Financial Overview | After fees |
| Refunds | Sales (refunded status) | Reduces realized revenue |
| Chargebacks | Financial Overview / Finance | May lag sale date |
| Payout | Withdrawal history | Bank deposit amount |
| Pending | Finance balance | Not yet withdrawable |
Common mistakes
- Comparing payout to gross sales without subtracting fees.
- Using different date ranges for Sales vs Financial Overview.
- Ignoring refunds and chargebacks processed after the sale date.
- Expecting full pending balance to withdraw immediately.
FAQ
Why does payout not equal yesterday's sales?
Settlement timelines and payout delay mean approved sales may stay pending before becoming available.
Dashboard sales do not match Finance — where do I start?
See reconcile Dashboard and Finance for the general mismatch workflow.