We want to ensure your process for reconciling payments is as simple and transparent as possible. This guide will walk you through the tools available in your portal to help you match your booking revenue with the payouts you receive.
We offer two methods depending on the level of detail you need:
The Finance Report: Perfect for a high-level overview and regular reconciliation.
The Finance Export: For a more granular, detailed analysis of every transaction- useful for more complex accounting purposes like separating VAT.
Method 1: The Finance Report for Quick Reconciliation
This is the fastest way to understand the net funds transferred to your Stripe account for a given period.
Step 1: Access the Report
Navigate to the Reporting tab in your portal and select the Finance report. Use the date picker to select the time frame you wish to review.
Step 2: Understand the Key Figures
Before you start, it’s important to understand what some of the key terms in the report mean:
Net Transferred: This is the final amount transferred to your Stripe account on a specific date. Stripe pays this out to your bank account on the next working day, unless you have customised your payout schedule.
Poncho Pay Fees: The report includes fees for any "Poncho Pay" bookings to give you a complete picture. However, because these funds don't flow through Stripe, the fees are billed to you separately and are not deducted from your Stripe transfer.
Franchise Fees are excluded: If you are part of a franchise where fees are collected via Pebble, the Finance report does not include those franchise fees. It only shows the portion paid to Pebble for our service.
Step 3: Understand Your Net Transfer Amount
To match the "Net Transferred" figure in the report, follow this simple formula:
Calculate Net Sales (excluding Poncho Pay):
("Bookings Paid" + "Invoices Paid") - "Bookings Refunded"
Subtract Your Fees:
From the result above, subtract the "Pebble fee ex VAT" and the "VAT on pebble fee".
Add Back Poncho Pay Fees:
If you had Poncho Pay bookings, add the fees for those bookings back to your total. (As explained above, these were not deducted from your Stripe transfer).
The final number should match the "Net Transferred" amount shown in your report for that period.
Step 4: Match the Transfer to Your Bank Payout
To see the money in your bank, simply check your bank statement for a Stripe payout on the next working day after the "Transfer Date" in the report.
Method 2: The Finance Export for Granular Data
If you need to analyse individual payments, refunds, or separate transactions for tax purposes, the Finance Export is your best tool.
Step 1: Export Your Full Dataset
Go to your main Dashboard in the portal.
Scroll down to the "Finance" section.
Click the round pink export button to download your data.
Important: For a complete reconciliation, export your data without applying date filters on the page. Filtering will only export bookings that took place in that period, potentially excluding refunds or payments for bookings made outside that range.
Step 2: Reconcile Using a Spreadsheet
Open the exported CSV file in a tool like Excel or Google Sheets. You can now calculate your totals for the period in question.
To calculate your Payment Transfers:
Filter the "Transfer Date" column to show only the dates you want to reconcile.
The sum of the "transfer_amount" column will show the total amount transferred to you for parent payments in that period (net of fees).
You can also see the gross amount paid by parents in the "payment_amount" column.
To calculate your Refund Transfers:
Crucially, clear all previous filters to ensure you capture every relevant refund.
Filter the "refund_processed_date" column to show the dates you want to reconcile.
The sum of the "transfer_reversed_amount" column shows the total transfers reversed from your Stripe account to process refunds.
The gross amount refunded to parents is visible in the "refund_amount" column.
Finally, add any paid invoices from the period by exporting your invoice data from the Invoices area and adding the totals as needed.
When reconciled, the detailed data from this export should match the summary figures in your main Finance Report.