RoasterPay and Xero: Recording Payouts

When RoasterTools syncs payments to Xero, the invoices are marked as paid. When the payout arrives in your bank account, it shows up as one deposit for the net amount (multiple customer payments minus processing fees). This guide walks you through how to record that payout and fees.

One-Time Setup

Before you sync payments and reconcile payouts, you'll need to set up two accounts in Xero (if you don't already have them):

1. Create a RoasterPay Clearing Account (if you don't have one)

This account acts as a holding place for payments between when they're collected and when the payout arrives in your bank.

In Xero:

1. Go to Accounting > Chart of Accounts
2. Click Add Account
3. Enter the following:
   • Account Type: Current Asset
   • Account Name: RoasterPay Clearing (or similar)
   • Description: Clearing account for RoasterPay payment processing
4. Check the box for "Enable payments to this account" ← This is critical
5. Click Save

2. Create a Merchant Fees Expense Account (if you don't have one)

1. Go to Accounting > Chart of Accounts
2. Click Add Account
3. Enter the following:
   • Account Type: Expense
   • Account Name: Merchant Fees (or "Payment Processing Fees")
   • Description: Fees charged by payment processors
4. Click Save

3. Update RoasterTools Preferences

1. In RoasterTools, go to Xero integration preferences

2. Set the payment account to your new RoasterPay Clearing account.

   This ensures that when payments sync, they're applied to invoices using this clearing account.

Assumptions

1. You've synced your payments from RoasterTools to Xero  —> See Payment syncing here
2. Your synced payments are set to use the RoasterPay Clearing account
3. The payout deposit has appeared in your bank feed in Xero

Reviewing Payouts in RoasterTools

The payout screen shows you a log of all the payouts that have been or will be deposited to your bank account from the payments.  RoasterTools sends payouts once per business day.  Each payout may contain multiple payments within it.  The payout will show up in your bank feed as one deposit for the net amount (multiple customer payments minus processing fees).

Sales > Payouts

To see transactions that are associated with each payout and the associated fees, either select the three dots to the left of the payout and click View, or click the date of the payout.

Here you will see a summary of the payout at the top of the page and then details of each transaction included in the payout below. Note for payouts that include many transactions, there may be multiple pages. You can use these details as you record the payouts in your accounting platform

The Order Numbers and Customer Names on this page have clickable links that take you directly to:

• The order details for the specific order included in this payout
• The customer profile associated with the transaction

This makes it quick and easy to cross-reference payout data with related orders and customer records.

CSV & Print Options

When viewing a single payout, you can now choose to print the payment transaction history or download a CSV file for easier reconciliation and record keeping.

How to Record the Payout in Xero

Step 1: Find the Payout in Your Bank Feed

1. In Xero, go to Accounting > Bank Accounts
2. Click on your business bank account (the one receiving RoasterPay deposits)
3. Click Reconcile
4. Locate the payout deposit in your bank feed
   • It will show the net amount (total payments minus fees)
   • The description may show as "RoasterTools" or similar

Step 2: Match the Payout to Individual Payments

1. On the payout line, click Find & Match
2. Xero will display a list of transactions to match against
3. Adjust the date range if needed to find all payments included in this payout
4. Select each payment that is part of this payout by checking the boxes
   • To identify what payments are included, go to the Payouts page in RoasterTools and view the payout details
   • Match the payment amounts and customer names to the transactions shown in Xero

Step 3: Add an Adjustment for Processing Fees

After selecting all payments, you'll notice the totals don't match—this is because fees have been deducted from your payout.

1. At the bottom of the Find & Match screen, click Adjustments
2. Select Bank Fee as the adjustment type
3. Enter:
   • Account: Merchant Fees (or your payment processing fees expense account)
   • Amount: Enter the total fees as a positive number (e.g., if fees were $12.34, enter "12.34")
4. The Total should now match the payout deposit amount exactly

Step 4: Complete the Reconciliation

1. Verify the total matches the bank deposit
2. Click OK to reconcile the transaction

This creates a reconciled deposit that:

• Clears the individual payments from your RoasterPay Clearing account
• Records the processing fees in your Merchant Fees expense account
• Matches the net deposit in your bank account

Example Walkthrough

Let's say you have 3 payments in a payout:

In RoasterTools: The payout shows as $969.00 (net of $31.00 in fees)

In Xero:

1. The 3 payments ($500, $300, $200) are sitting in your RoasterPay Clearing account
2. Your bank feed shows a deposit of $969.00
3. Using Find & Match:
   • Select all 3 payments (totaling $1,000.00)
   • Add a Bank Fee adjustment for $31.00
   • Total now equals $969.00 ✓
4. Click OK to reconcile

Troubleshooting

The payment I'm looking for doesn't appear in Find & Match

• Check that the payment has been synced from RoasterTools
• Verify the payment was synced to the correct clearing account
• Expand the date range in Find & Match

The totals don't match even after adding the fee adjustment

• Double-check the fee amount on the Payout details page in RoasterTools
• Verify you've selected all payments included in the payout
• Check for any refunds that may have been deducted from the payout