Reconciliation
Match your RevKeen payouts, refunds, and disputes with your bank statements
Reconciliation is the process of confirming that the money shown in RevKeen matches the money in your bank account. It keeps your books accurate and catches missing deposits, double-charged fees, and payout timing differences before they become surprises.
- How collected money becomes a payout
- What a payout is made of, and why it rarely equals gross sales
- How refunds and disputes show up in later payouts
- How to match a bank deposit to a payout
- When a difference is normal versus a problem
How money moves
Every payment follows the same path from customer to bank account:
- Collection -- the customer pays through a checkout link, hosted invoice, subscription renewal, or payment link.
- Processing -- your gateway authorizes the payment and RevKeen records the transaction.
- Settlement -- the gateway batches authorized payments and the card networks move the funds.
- Payout -- the gateway deposits the net amount into your bank account on your payout schedule.
Your bank account receives payouts, not individual transactions. Reconciling means checking each payout against the transactions that produced it.
What a payout contains
Each payout calculation is the same:
| Component | Impact on payout |
|---|---|
| + Gross payments | Payments collected in the period |
| - Processing fees | Gateway and card fees |
| - Refunds | Funds returned to customers |
| - Disputes | Chargeback amounts and losses |
| +/- Adjustments | Corrections, reserves, or one-off items |
| = Net payout | Amount deposited to your bank account |
A payout also carries a payout reference. Use that reference to find the matching deposit in your bank statement.
Where to look
Reconciliation is spread across four finance screens:
| Screen | What it tells you |
|---|---|
| Income | Gross, fees, and net per transaction |
| Payouts | What was deposited, when, and to which account |
| Refunds | Money returned to customers, and where it was deducted |
| Disputes | Chargeback amounts, evidence deadlines, and outcomes |
Income
Finance > Income lists each successful payment with its amount, fees, and net. The period totals -- Gross Income, Total Fees, Net Income, and Transaction Count -- are the top-down number for the period.
Use Income to answer: how much was collected and what fees were taken from it?
Payouts
Finance > Payouts lists each deposit with its date, expected arrival date, amount, status, and destination account. Open a payout to see its summary and the transactions, refunds, fees, and adjustments inside it.
Use Payouts to answer: what actually arrived in my bank account, and on which date?
Refunds across periods
Refunds are deducted from your next payout, not necessarily the payout that contained the original payment. A refund issued after settlement will therefore reduce a later payout. When a payout looks low:
- Check the Refunds section of the payout for deducted refunds.
- Confirm the refund appears in Refunds with status Succeeded.
- Remember the original processing fee is usually not returned when you refund.
For same-day corrections before settlement, RevKeen performs a void instead of a refund -- the authorization hold is released, no funds move, and no fee applies. Voids never appear in payouts.
Disputes across periods
A dispute also affects your balance immediately, and the financial impact spans up to two payouts:
| Stage | Financial effect |
|---|---|
| Dispute opened | Disputed amount deducted from your balance, plus the bank's dispute fee |
| Won | Amount returned, but the dispute fee is usually not refunded |
| Lost | Amount stays with the customer |
A dispute that is open while a payout is generated appears as an adjustment or chargeback item in that payout. If you are reconciling and see a deduction you did not expect, check Disputes for an open or lost case before assuming an error.
Reconciling a payout step by step
- In your bank statement, find the deposit that matches the payout's payout reference.
- Open the payout in Finance > Payouts and read its summary: gross, fees, refunds, net.
- Confirm the payout status is Paid and the amount matches the bank deposit.
- Export Payouts (and Income, if needed) to CSV or PDF and compare against your statement.
- For a large or unexpected difference, open the payout's Transactions, Refunds, and Adjustments sections and trace each line.
- Check whether refunds or disputes from earlier periods were deducted in this payout.
Normal timing differences
These are expected and are not errors:
- Payout schedule -- daily, weekly, or monthly settlement depends on the gateway.
- Arrival delay -- most payouts arrive 1-2 business days after initiation.
- Pending status -- a payout marked Pending or In Transit has not reached your account yet.
- Failed payout -- status Failed means funds did not arrive; check your bank details in Finance > Account.
When to dig deeper
Investigate when a payout shows Paid but the deposit is missing, or the amount differs from the summary with no matching refund, dispute, or adjustment. Export the payout data and check the gateway side before raising a support case.
Right-sized frequency
- Daily or weekly schedules -- reconcile weekly; flag any paid payout missing from the statement within a couple of business days.
- Monthly schedules -- reconcile when the statement closes, and keep the payout export for the period.
- After a refund or dispute -- confirm the next payout reflects the deduction you expect.
Related
- Payouts -- payout statuses, schedules, and the payout breakdown
- Income -- transaction-level gross, fees, and net
- Refunds -- full and partial refunds and their financial impact
- Disputes -- chargeback amounts and outcomes
- How Fees Work -- which fees apply to each payment type
- Account and KYC -- payout bank details