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Payout Reconciliation

Payout reconciliation in WeGive helps your finance team match WeGive payouts against the deposits that land in your bank account. Use it to verify totals, track which payouts have been reviewed, and pull statements for your accounting records.

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What is payout reconciliation?

A payout is the bundle of funds your payment processor (Payrix, Finix, Stripe, or Tilled) deposits into your bank account. Each payout is made up of charges, refunds, fees, adjustments, and reserve activity from a given period. Reconciliation is the process of confirming that the payouts shown in WeGive match what hit your bank, and marking each one as reviewed once you’ve done so.

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Getting to the Payout Reconciliation page

From your WeGive dashboard, go to Revenue → Payouts. The Payouts list is the starting point for reconciliation.

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Filtering payouts

At the top of the Payouts page you can narrow down what you see by:

• Date range — Pick a start and end date. WeGive automatically applies your organization’s timezone.
• Payment processor — Filter by one or more of your connected processors (Payrix, Finix, Stripe, Tilled). This is helpful if you run multiple processors and want to reconcile them separately.

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Reading the payout list

Each row in the payout list shows:

• ID — WeGive’s internal payout record ID
• Status — Either Working or Reconciled (see below)
• Date Paid — When the payout was issued
• Amount — The total deposited
• # of Transactions — How many transactions are included in the payout
• Processor — Which processor sent the payout
• Processor ID — The payout’s unique identifier from the processor

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Reconciliation status: Working vs. Reconciled

Every payout has a status that you control:

• Working — The default. The payout has not been reconciled yet, or you’re still in the middle of reviewing it.
• Reconciled — You’ve matched the payout against your bank records and confirmed everything checks out.

To update the status, open the payout and switch it from Working to Reconciled (or back). This is an internal tracking field — it does not change the payout itself, the deposit timing, or anything on the donor side.

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Viewing payout details

Click into a payout to see the full breakdown. The detail view shows three sections:

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Summary

A rollup of the payout’s line items by type and designation. Each row shows a Type (Donation, Service Revenue, Refund, Chargeback/Return, Dispute, Adjustment, Balance Reserve, Balance Release), a Designation when one applies, a Count, and Gross/Fee/Net totals — with a highlighted Payout total row at the bottom summing gross/fee/net across every line.

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Payout items

The line-by-line view of everything inside the payout. Each item shows:

• Description and reference
• Item type (charge, refund, fee, adjustment, reserve activity, dispute, chargeback/return, etc.)
• Gross amount, fee amount, and net amount
• The linked transaction, when applicable, including the donor name, transaction date, and fund

Use the payout items view to trace any line back to the original donation or transaction in WeGive.

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Deposits

For payouts that settle across multiple bank deposits, a separate Deposits section shows each deposit’s amount, trace number, and the platform it went out through. Most payouts correspond to a single deposit, but this view is where you’d look if a payout’s net amount doesn’t match a single bank-statement line.

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Exporting a payout statement

The payout detail page actually offers two different export paths — it’s easy to conflate them, so here’s the distinction: Download statement (immediate, fixed columns) — a direct CSV download of the payout’s underlying donations, generated on the spot:

1. Open the payout from the Payouts list.
2. Click the actions menu and choose Download statement.
3. The file downloads immediately to your browser — no queue, nothing to check later.

This statement includes one row per transaction in the payout: correlation ID, description, amount, donor name and email, donation date, campaign, checkout, designation, frequency (or “One Time”), and whether the gift was tax-deductible. Export payout (queued, full field selection) — a configurable export queued through WeGive’s general export system:

1. Open the payout from the Payouts list.
2. Click Export payout in the top right of the payout detail page.
3. The export is queued and generated in the background. A confirmation message points you to Data → Exports, where you can download it once it’s ready.

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Tips for a smooth reconciliation

• Reconcile on a consistent cadence (weekly or monthly) so the queue stays manageable.
• Filter by a single payment processor when you’re reconciling deposits from that processor’s bank account.
• Use the payout items view whenever a number doesn’t match — drilling into the line items almost always surfaces the discrepancy (a refund, a dispute, or a fee adjustment).
• Mark payouts Reconciled as soon as they’re confirmed so the rest of your team knows what’s already been reviewed.

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Need help?

If a payout total doesn’t match your bank deposit and you can’t find the source of the discrepancy in the payout items, reach out to WeGive Support with the payout reference and the date range you’re reconciling.