Payment Gateway Payout Reconciliation
Reconcile what the gateway actually paid you against what your orders say it should have — with fees, refunds and missing settlements itemised.
Nothing you paste leaves this page. Parsing and matching happen in your browser.
How it works
Gateway payouts are notoriously hard to tie back, because a single settlement covers many orders, arrives days later, and is net of fees that were never on any invoice. Most businesses check that the total looks about right and move on.
This works order by order. Each order’s expected net is computed from your fee structure and compared against what was actually settled. Orders with no payout at all, payouts with no order, and settlements that differ from the expected net are separated out — and the last category is where genuine gateway errors and unnoticed chargebacks live.
Expected net = gross × (1 − fee %) − fixed fee per transaction
- Gross — the order value the customer was charged
- Expected net — gross less the gateway’s percentage and fixed fees
- Settled — what actually arrived in the payout file
Worked example
8 orders totalling 184,600 against a payout file of 7 lines
Inputs
Results
One order never settled and one settled 1,978 short of expectation. The short one is usually a refund or chargeback processed against the same payout.
Frequently asked questions
What format should I paste?
Copy straight out of a spreadsheet, or paste CSV. A header row is optional — columns are identified by their headings when present and by their content when not. Dates, references and amounts are detected automatically, and amounts may carry currency symbols, thousands separators or accounting parentheses.
Where do I get the payout file?
Every major gateway offers a settlement or payout report as CSV — Stripe calls it a balance report, Razorpay a settlement report, PayPal a transaction report. Export it and paste the order reference and net amount columns.
Why does an order settle short of expectation?
Usually a partial refund, a chargeback deducted from the same payout, or a currency conversion charge on an international card. All three appear in the variance table rather than silently vanishing into a total.
What if my fee rate varies by card type?
Enter your blended average and widen the tolerance to cover the spread. Orders falling outside that band are then genuine exceptions worth investigating rather than noise.
Is my ledger data uploaded anywhere?
No. Every line you paste is parsed and matched inside your browser. Nothing is transmitted to us, nothing is stored, and closing the tab discards it. That is the whole reason this tool exists in this form.
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