Free payout reconciliation template
Download a free Excel template to reconcile Stripe, PayPal, Square or Shopify payouts against bank deposits, with a balanced journal entry for any payout.
⬇ Download Excel template (.xlsx) ⬇ Blank CSV
What's inside
- Payouts sheet: one row per payout, with gross sales, refunds, processing fees, disputes and other adjustments. It works out the expected payout, compares it with the bank deposit and marks each row Matched, Check or Not in bank yet.
- Journal sheet: type a row number and it builds a balanced entry: debit bank, refunds, fees and dispute losses; credit sales; adjustments go to a clearing account.
- No macros, only plain formulas that work in Excel, Google Sheets, Numbers and LibreOffice.
How to fill it in
- Export the payout or transfer report from your processor (which export to use).
- Copy each payout's totals into a row, entering amounts as positive numbers.
- Add the deposit amount from your bank statement. Any Check row means a missing transaction, a reserve or a timing difference.
Want to see fees before they hit a payout? Try the Stripe, PayPal and Square fee calculator.
Skip the copying
PayoutSplit reads the raw export and builds these totals and journals for you, in your browser, with QuickBooks and Xero import files. The free plan covers up to 10 payouts per export. Try it with your export or see what a payout journal entry looks like.
FAQ
Does the template work in Google Sheets?
Yes. It only uses plain formulas (N, INDEX, ROUND, SUM, IF), so it opens in Google Sheets, Excel, Numbers and LibreOffice.
What if the difference isn't zero?
Usually the export is missing transactions from the payout period, the processor held back a reserve, or the deposit arrived a day or two later. PayoutSplit's bank match lines deposits up automatically.
Is it really private?
Yes. Your files are read and processed by JavaScript running in your browser tab; their contents are never sent over the network. You don't connect PayoutSplit to Stripe, PayPal, Square, Shopify or your accounting software, so there's no access to revoke later.
Which processors are supported?
Stripe (payout reconciliation itemized and balance change from activity reports), PayPal (activity download, English headers), Square (Transactions CSV and Transfers CSV) and Shopify Payments (transactions export). Bank files from any bank can be added for deposit matching.
What does a payout journal entry look like?
Debit your bank for the deposit, debit processing fees, refunds and chargebacks, and credit gross sales (plus sales tax and tips payable when the export has them). The entry always balances, and the bank line equals the deposit to the cent.
I already record sales another way. Will this double count?
Only if you leave Sales income pointed at your real income account. If your POS or store already books each sale, set Sales income to the clearing or Undeposited Funds account under Your account names — the journal then just moves the net to the bank and records the fees.
What if a payout doesn't add up?
When the export includes the payout row (Stripe balance report, Shopify, PayPal withdrawals), PayoutSplit compares it with the sum of the transactions. A difference is flagged and booked to the clearing account so you can investigate instead of importing a wrong number.
What's free?
Every export format for up to 10 payouts per download, one processor file plus one bank file at a time. No account needed. Pro removes the limit and lets you combine several exports and processors in one go.