Payouts and refunds report

Payouts are how FareHarbor deposits the money you’ve made from charging credit cards to your bank account. Each deposit is called a Payout.

Finding past payouts

By default, the Payouts report shows you payouts made in the last 30 days. You can see more or fewer by setting the date range.

Understanding payout columns

When viewing payout summaries, take note of the following columns:

• Ledger: The ledger used when the booking was created.

• Gross: The total amount of all gross transactions (gross payments minus gross refunds) included in the payout. 

  Note: Gross does not include booking fees, in-store payments (cash or check), affiliate payments, and gift cards.

• Fees: The total amount withheld for fees such as credit card processing, additional online processing, and private events. Fees will be represented as negative numbers unless the amount of fees refunded exceeds the amount of fees paid.
• Net Total Deposited: The total amount deposited (or pending deposit) to your bank account. This number is calculated by subtracting the fees and other relevant adjustments from the gross (or, if the fees amount is positive, the fees plus the gross).
• Tax: The total taxable amount for the payout, based on tax rate and any other custom taxes collected during booking.
• Scheduled for/Paid on: The date the payout is initiated from FareHarbor's end. The column name will vary depending on whether the payment is upcoming or already completed.
• Includes activity before: The cutoff date for the payout. This includes all confirmed payments and refunds that were recorded before this date.
  • For daily payout schedules: This is the same as the “Scheduled for” and “Paid on” columns.
  • For weekly or monthly schedules: The period end date differs from the payout date.
• Deposit status: There are four possible statuses:
  • Scheduled: The payout has not yet been processed. Note that scheduled payouts can change if you take more payments or issue refunds.
  • Initiated: We’ve sent a deposit, but your bank has not yet told us they’ve received the funds. It is possible you will see the deposit to your bank account while a payout has this status, but you can expect to see the funds in your bank account in 1-3 business days. Most banks do not deposit ACH transfers on the weekend or bank holidays.
  • Succeeded: FareHarbor has successfully made the deposit and your bank has verified with us that they have received it. It may still take a day or two for the funds to appear in your account, depending on your bank.
  • Failed: We weren’t able to make the deposit. Failed payouts are usually due to one of these reasons. If you have any payouts with this status we will contact you.

Each payout can be expanded to see its individual payments and/or refunds, and their related booking information. To see this information, click the grey triangle to the left of the Payout ID or click on the Payout ID itself.

Learn more about important reporting terms in FareHarbor.

When you charge or refund a credit card, you will see a line added to the “Future Payouts” report. These items are then paid out based on your payout schedule.

In addition to payments and refunds, there are other types of items you see on the Future Payouts report:

• Transfers: Money moved to or from your refund reserve
• Adjustments: Positive or negative adjustments made to your account by FareHarbor

This is where you can track your bank account debits.

Bank account debits are primarily used when there’s not enough money in your FareHarbor accounts to issue a refund, or in the event of a dispute. This section will show you any bank debits created within your selected date range, along with the reason (in the “For” column) and debit status.

This is where you can manage your refund reserve and track your bank account debits.

Your refund reserve allows you to hold money in FareHarbor to use for refunds without creating a bank debit. We recommend keeping money in your refund reserve to ensure that any refunds can be processed as quickly as possible. Learn how to add money to your refund reserve.

Refund Reserve Transfers report

You can use the Refund Reserve Transfers report at any time to see the refund reserve balance:

The opening balance is the balance as of the From date of the date filter and the Closing balance is as of the To date in the date filter.

If your Dashboard supports ledgers, it’s possible to view the refund reserve balance for a specific ledger by clicking the name of the ledger. Alternatively, you can select all to view the total balance.

Why don’t my Sales reports match my Payouts report totals?

Payouts and Sales reports serve different purposes, so the totals on each report may not always match exactly.

To understand the difference:

• The Sales reports show all payments and refunds created within a specific date range. These reports are typically used for tracking all transactions related to taxes and business reporting.

  Note: You can add the Payout ID column to your Sales report to:

  • Check what payments and refunds are associated with each payout.
  • Group transactions by Payout ID to see which transactions belong to which payout. 
     
• The Payouts and refunds report shows how and when funds are deposited to your bank account after going through a payment processor. It reflects credit card payments and refunds once they are included in a payout. This report is typically used to track daily deposits and validate bank statements.

Note: If the Payout ID and Payout Date fields appear blank, the associated transaction has not yet been assigned to a payout.

Tip: You can reconcile individual payments and refunds to a specific payout using the Sales–Payout Reconciliation report (Reports > Accounting). This report contains the  Payout ID and Payout Date columns by default.

Why do my totals differ?

Even when transactions are correctly matched to a payout, the Net total in a Sales report will not always equal the Net total deposited shown in the Payouts and refunds report. Sales reports reflect transaction-level activity (payments and refunds), while the Payouts report reflects actual bank movement after all applicable adjustments.

Payouts may include additional adjustments that are not reflected in Sales reports, such as:

• Refund reserve transfers.
• Adjustments for disputes.
• Transfers due to insufficient funds for refunds.
• Invoice-related payments.

In most cases, discrepancies between the two reports are due to how refunds are reflected in payouts. You can read more about payouts and refunds in the How do payouts and refunds work? section below.

How do payouts and refunds work?

Note: Payout schedules configured per company and can be daily, weekly, or monthly.

Refunds are typically included in the next available payout. The payout system processes once daily at a fixed time (1:00 AM UTC). 

• If a refund is recorded before the 1:00 AM UTC cutoff, it is included in that day's payout. 
• If it is recorded after the cutoff, it rolls into the following day's payout. 

Additionally, if the original payment has already been paid out, the refund will be picked up in the next payout regardless of timing.

The only time a refund won’t be included on the next payout is if the payment that it’s associated with hasn’t been paid out yet. A refund in this scenario will skip the current daily payout and appear on the next day’s payout instead, along with the payment that it’s associated with.

For example, if your account is on a daily (next-day) payout schedule:  It’s Friday morning and you charge a credit card then refund it right away. Because of your next-day payout schedule, both the payment and refund will be reflected on tomorrow’s payout (Saturday).

As a result, it’s common for Payouts and Sales reports to display differing amounts for a given date range. When it comes to refunds, Sales reports show when refunds were created whereas Payouts show when they hit your bank account.

Why am I not getting my payouts?

There are several possible reasons why you may not be receiving payouts:

• Your Payment Setup Checklist has not been completed
• Information in your Payment Setup Checklist needs to be re-verified
• Your bank account has been changed or deactivated
• Your bank account type is not supported (i.e. it is a savings account or other non-checking account)
• Your balance is less than the minimum payout amount

Payouts that have not been deposited into your bank account will be listed under the Future Payouts tab.