Payouts Report

The Payouts Report in Xola offers a comprehensive breakdown of every deposit sent to your bank account, making it an essential resource for accurate financial reconciliation. This report lets you clearly match what appears in your bank statement to the specific transactions—such as reservations, refunds, and fees—that contribute to each payout within Xola.

Each payout is itemized with transaction-level detail, including the date of deposit, gross sales, refunds, processing fees, net earnings, and adjustments. This transparency helps you quickly identify any discrepancies, verify cash flow, and maintain clean accounting records.

Whether you’re working with your finance team, accountant, or preparing for an audit, the Payouts Report streamlines the process by providing ready-to-export data and a clear audit trail. With this level of insight, you can confidently track the flow of money from customer payments to bank deposits, ensuring that every dollar is accounted for.

What’s Covered in This Article:

• What You’ll Learn From This Report
• How to Access the Report
• What You’ll See in the Graph
• Export Payout Report
• Deferred/Delayed Payouts: What does it mean?
• Best Practices to Avoid Payout Delays

What You’ll Learn from the Report

This report shows you:

• What Funds Were Deposited: The total amount Xola transferred to your bank account for each payout.

• Which Transactions Make Up Each Payout: An itemized list of transactions.

• How Your Balance Was Calculated: A breakdown of gross revenue, fees, and the resulting net payout.

How to Access the Report

• Go to the Reports tab.

• Click on Payouts from the report list.

• 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. 

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. 

• 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:

• Item: The specific experience given for that transaction. 

• Transaction Date: The date the transaction was processed in Xola.

• Payout Date: The date on which the transaction was paid out. 

• Gross: The total amount charged to the customer before deductions.

• Processing Fee: The Stripe credit card processing fee deducted from the gross amount.

• Service Fee: Xola’s fee for using the platform, if applicable.

• Guest Fee: A fee paid by the guest, often retained by your company. Please note that this column will only show for those on the Flex Level.

• Taxes/Fees: Any sales tax or additional fees applied to the transaction. 

• Net: The final amount added to your Xola balance after all deductions.

• Balance: Your running Xola account balance after each transaction.

• Source: Where the transaction originated (e.g., checkout, Back Office, Kiosk, OTAs).

• Method: The payment method used (e.g., credit card, cash, store credit).

Export Payout Report

Before exporting, use the filters at the top of the report:

• Choose your desired date range.

• Click Export to download your report.

Payout Export

This report shows revenue based on when payments are received, regardless of the event date.

What It Shows:

• Revenue reflects actual money collected within the date range.

• This includes transactions for future events if the customer pays during the selected period.

Example: If a guest purchases today for an event next month and pays now, the revenue appears in today’s report.

Exported Payout Report Overview

When you export your report, you'll receive a file with multiple tabs. Each one offers a different layer of insight into your business.

Report Details Tab

This tab give you details about the report including: 

• Generated By
  • Name
  • Company
  • Email
• Generated Date
• Filters
  • From Date
  • To Date
• Payout Lag as of Exported date: Shows how many days pass between when your business earns money and when those funds are actually paid out to you.
• Payout Frequency as of Exported date: Tells you how often Xola deposits payouts into your bank account, such as daily, weekly, or monthly.

Summary Tab – High-Level Payout Overview

This tab gives you a snapshot of all scheduled events and how they're performing.

Key Data Points:

• Payout Transaction ID

• Transaction Date: when the payout occurred

• Currency: What Currency the Payout was in

• Gross: The amount that was paid out 

Transactions Tab – Every Transaction in Detail

This tab shows each transaction within the selected period, with complete breakdowns.

Columns Include:

• ID: Internal transaction ID

• Booking ID: Booking reference number

• Confirmation Code: Code shared with the customer

• Transaction Date: When payment was processed

• Arrival: Scheduled event date

• Realized Date: When revenue is recognized

• Package: If part of a package deal, the name of the package will show

• Item: Product or experiences reserved

• Customer Name

• Currency: e.g., USD

• Gross: Total collected

• Processing Fee: Fees charged by your payment processor

• Service Fee: Xola’s platform fee

• Guest Fee: Fee charged per guest (visible for Flex level plans only)

• Net: Earnings after deductions

• Balance: Running Xola account balance

• Source: Transaction origin (e.g., checkout, back office)

• Method: Payment method used

• CC Brand: Visa, Mastercard, etc.

• Tags: Custom or auto-applied tags

• Payout Date: Date on which the transaction was paid out. 

• Taxes & Fees: Combined, plus detailed columns for each tax/fee

  • Note: This does not include the Xola Service Fee.

Deferred/Delayed Payouts: What does it mean?

There are several reasons why a payout may be deferred:

• 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.

• Missing Payment Details: If your payment information (bank details) is missing or incomplete under Settings > Payments, payouts cannot be processed.

• 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.

• 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

• 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.

• Keep Payment Information Updated: Ensure all details in your Payment Details page are current.

• Monitor for Stripe Alerts: Complete any verification steps prompted by Stripe.