The Payouts Report in Xola provides a detailed breakdown of the deposits made to your bank account. It’s a vital tool for reconciling what you see in your bank statement with the transactions that make up each payout in Xola.
What’s Covered in This Article:
What You’ll Learn from the Report
This report shows you:
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What Funds Were Deposited: The total amount Xola transferred to your bank account for each payout.
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Which Transactions Make Up Each Payout: An itemized list of transactions.
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How Your Balance Was Calculated: A breakdown of gross revenue, fees, and the resulting net payout.
How to Access the Report
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Go to the Reports tab
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Click on Payouts from the report list.
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Use the date range filters at the top of the page to narrow down the results.
- Use the Export button to export the report to a CSV or Excel file.
Note: The deposit will show up as 'Tour Transfer Xola Payout' in your bank statement. Payout notifications go to the primary email and not the communication email or to other delegate email accounts.
What You'll See in the Graph
At the top of the Payouts Report, you'll see a bar that displays:
- Refund Reserve Amount: The Refund Reserve balance that you hold in your account.
- Adjust Refund Reserve Button: Click on the button to adjust the minimum balance that you want to keep in your Xola account as Refund Reserve.
- Available to Payout Amount: The amount in your Xola account that is ready to be paid out, minus any Refund Reserve (if set up).
- Top Up Button: Click on the button to manually top up your Xola Balance to cover refunds.
Under this, you will see a graph that displays a high-level view of how and when funds have been deposited into your bank account.
- Item: If you hover over, this will show you where the Payout came from.
- Date: The date the payout was processed (not necessarily the transaction date).
- Amount: The net amount associated with the Payout. This is the amount added to your bank account.
- Balance: The running total of your Xola balance after each Payout.
- Source: Indicates where the Payout came from. Admin always means Stripe.
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Method: The payment method that was given to the bank.
After clicking into a payout, you’ll see an itemized list of the transactions included in that deposit. This includes:
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Item: The specific experience given for that transaction.
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Transaction Date: The date the transaction was processed in Xola.
- Payout Date: The date on which the transaction was paid out.
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Gross: The total amount charged to the customer before deductions.
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Processing Fee: The Stripe credit card processing fee deducted from the gross amount.
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Service Fee: Xola’s fee for using the platform, if applicable.
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Guest Fee: A fee paid by the guest, often retained by your company.
- Note, this column will only show for those on the Flex Level.
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Taxes/Fees: Any sales tax or additional fees applied to the transaction.
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Net: The final amount added to your Xola balance after all deductions.
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The summed total of the Net column equals the amount deposited into your bank account for that payout.
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Balance: Your running Xola account balance after each transaction.
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Source: Where the transaction originated (e.g., checkout, Back Office, Kiosk, OTAs).
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Method: The payment method used (e.g., credit card, cash, store credit).
Deferred/Delayed Payouts: What does it mean?
There are several reasons why a payout may be deferred:
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Refunds Issued: If a refund is processed after the payout is compiled but before it is sent, and it reduces your available balance, the payout will be delayed.
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Missing Payment Details: If your payment information (bank details) is missing or incomplete under Settings > Payments, payouts cannot be processed.
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Stripe Verification Issues: If your Stripe account has not been verified (KYC not completed), payouts will be held. You will see a KYC popup in your account, if you need to verify details in your account.
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Banking Info Changes: Outdated or incorrect bank details can also cause delays.
If a payout is delayed, the primary account email will receive a “Payout Deferred” notification. The delayed funds will be rolled into the next eligible payout once the issue is resolved.
Best Practices to Avoid Payout Delays
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Batch refunds to reduce payout delays: If you process refunds only on a specific day (e.g., Fridays), only that day's payout may be impacted, helping you predict and manage potential delays more easily.
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Keep Payment Information Updated: Ensure all details in your Payment Details page are current.
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Monitor for Stripe Alerts: Complete any verification steps prompted by Stripe.