Free resource
Payout reconciliation template. Why your payout doesn’t match the deposit.
A free template to reconcile provider payouts to bank deposits: fees, refunds, chargebacks, reserves and FX broken out, with checks for duplicates and gaps.
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Download the CSV templateWhy your payout doesn’t match the deposit
A provider payout is almost never the same as the sales it contains, because the provider deducts fees, refunds, chargebacks and reserves, and may convert currency, before the money reaches your bank. To reconcile a payout you break it back into those parts, calculate what should have arrived, and compare that with the bank line. Any gap that remains needs a written reason.
This template does exactly that, one row per payout. It works for any payment provider, payout partner or marketplace that sends you money in batches, and it opens in Excel, Google Sheets or Numbers.
What is inside a payout
Most differences between sales and deposits come from a short list of causes:
- Fees: processing, payout and currency fees deducted before the money is sent.
- Refunds and chargebacks: money returned to customers or taken back in disputes, netted from a later payout.
- Reserves: a share held back for risk, and released in a later payout. A release makes a payout look larger than its sales.
- Currency conversion: a payout converted to your bank currency at the provider’s rate.
- Adjustments: corrections, top-ups or deductions the provider reports separately.
- Timing: sales from one period paid out in the next, so a monthly total and a monthly deposit disagree even when every payout is right.
- Batching: many payouts can arrive as one bank line, or one payout can be split across lines.
How to use the template
- One row per payout. Take each payout from the provider’s payout or settlement report and enter its date, provider and payout id.
- Break the payout down. Fill in gross, fees, refunds, chargebacks, reserve held, reserve released, FX difference and other adjustments from the same report.
- Calculate the expected net. Gross minus deductions, plus releases, FX and adjustments. In the CSV the example rows show the result; in your spreadsheet, turn the column into a formula.
- Find the bank line. Enter the bank statement date, reference and amount that you matched to this payout.
- Calculate the difference. Bank deposit minus expected net.
- Set the status. Matched when the difference is zero; Explained when a reason is recorded in notes; Open while you investigate.
The fields
| Column | What to enter |
|---|---|
payout_date | The date the provider created or sent the payout. |
provider, provider_payout_id | Who paid you, and the payout reference from their report. One row per payout id. |
currency | The currency of the payout. |
gross | Total sales or collections the provider says the payout contains. |
fees | Processing and payout fees deducted before the money was sent. |
refunds | Refunds netted from this payout. |
chargebacks | Disputed amounts taken back, including dispute fees if the provider reports them here. |
reserve_held | Money the provider kept back from this payout as a reserve. |
reserve_released | Reserve from earlier payouts released into this one. |
fx_difference | Gain or loss when the payout was converted to your bank currency (negative for a loss). |
other_adjustments | Anything else the provider added or deducted, such as corrections or top-ups. |
expected_net | gross - fees - refunds - chargebacks - reserve_held + reserve_released + fx_difference + other_adjustments. |
bank_statement_date, bank_reference | The line on your bank statement you matched to this payout. |
bank_deposit | The amount that actually arrived in the bank. |
difference | bank_deposit - expected_net. It must be zero, or have a written reason in notes. |
status | Matched (difference is zero), Explained (reason recorded) or Open (still investigating). |
notes | Why a difference exists, who is chasing it and what evidence you have. |
Checks that don’t hide behind “matched”
A row can say Matched and still be wrong. Run these checks before you close a period:
- Each payout id appears once. A duplicated row makes one deposit look like two matched payouts.
- Each bank line maps to one payout, or to a named batch. A bank line used twice hides a missing deposit.
- Every payout in the provider report has a row. Count the payouts in the report and in the sheet; the numbers must agree.
- Every deposit from the provider has a row. A bank credit with no payout is as much a break as a payout with no credit.
- Every non-zero difference has a written reason and an owner. “Rounding” is only a reason if you can show the rounding.
A worked example
A provider reports a payout with GBP 4,000.00 of sales, GBP 120.00 of fees and a GBP 35.00 currency conversion loss.
| Line | Amount (GBP) |
|---|---|
| Gross | 4,000.00 |
| Fees | -120.00 |
| FX difference | -35.00 |
| Expected net | 3,845.00 |
| Bank deposit | 3,825.00 |
| Difference | -20.00 |
The provider report has no further deductions, so the 20.00 is not the provider’s. The bank statement shows the receiving bank took an incoming payment fee. The row is marked Explained, with the reason and the bank reference in notes, and the fee is booked to bank charges.
Illustrative example. The amounts are invented to show the method; the same row is in the template.
When a spreadsheet stops being enough
A spreadsheet works while one person can check every row. It starts to break when you have several providers with different report formats, payouts every day, many currencies, or reversals that arrive weeks after a payout was marked matched. At that point the risk is not the arithmetic; it is the rows nobody looked at.
Payment reconciliation software reads provider reports, settlement files and bank statements directly, matches them by rule, and raises every difference as an exception with its evidence.
Download and related guides
Download the payout reconciliation template (CSV)
The template is vendor-neutral: it doesn’t depend on Flominzo or any provider, and you can use and adapt it freely.
Let’s make it specific to you.
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