Financials: Invoices, Payments, and Payouts

Use Rotor’s Financials tab to monitor invoices, payments, tax/tip reports, and payouts so outstanding balances, failed payments, and cash flow issues are identified and resolved quickly. This helps a team member export the right data, follow up on unpaid invoices, and verify money movement accurately.

Key Steps

1. Review the Invoices tab for outstanding and paid invoices 0:10

• Open Financials > Invoices in Rotor.

• Check invoice status regularly to confirm payments are being received.

• Use filters such as:

  • Overdue

  • Partially paid

  • Sent

• Focus on invoices that are still outstanding so you know which customers need follow-up.

2. Filter and export invoice data for reporting 0:42

• Apply the Paid filter when you need completed invoice records for reporting or analysis.

• Select individual rows if you only need specific invoices.

• To export all records:

  • Click the Select All button.

  • Click Export.

• Use the exported file to review invoice details outside the UI.

3. Use exported invoice details to analyze revenue 1:43

• Review the export for additional fields not shown in the interface, including:

  • Job associated with the invoice

  • Customer name

  • Invoice frequency

  • Technicians assigned to the job

  • Sales rep or plan seller

  • Invoice status

  • Last payment date

  • Subtotal

  • Tax amount

  • Total invoice amount

  • Tips

  • Gross collected

  • Processing fees

  • Net payout amount

  • Line item summary

  • Payment method

• Use these fields to understand what was billed, what was collected, and what amount is expected to be paid out.

4. Generate and review the tax report 3:14

• If your account tracks sales tax in Rotor, generate a Tax Report from the Financials area.

• Review the report to see:

  • Number of invoices in the selected date range

  • Tax collected by rate or state range

• Use the report as a quick overview of tax activity.

• Do not rely on this report as the final amount owed to the government; calculate tax obligations separately if needed.

5. Monitor failed payments in the Payments tab 4:04

• Open Financials > Payments to review failed transactions.

• Check the list of failed payments regularly so declined cards or payment issues are not missed.

• Failed payments remain visible until they are marked as reviewed.

• Use the Failed filter to isolate problem transactions quickly.

6. Investigate failed payment details and resolve them 4:42

• Open a failed payment to view the failure reason.

• Common causes include card declines.

• After identifying the issue, take corrective action:

  • Request a new card from the customer

  • Update the payment method

  • Retry the charge manually

  • Return to collect payment through Rotor

• Mark the payment as reviewed once the issue has been addressed.

7. Issue Refunds

• From the payments action column, press the back arrow to initialize a refund or a partial refund. If this was through Stripe, it will issue a refund through Stripe. It will mark the payment as refunded and mark the invoice as unpaid or partially paid.

8. Generate and export the tip report 5:06

• In the Payments tab, generate a Tip Report.

• Choose the reporting basis that matches your need:

  • Paid date

  • Visit date

• Example use case: select Visits this month to see tips paid and who received them.

• Export the report for payroll, reconciliation, or internal tracking.

9. Review the Payouts tab for Stripe Connect deposits 5:28

• Open Financials > Payouts if your account uses Stripe Connect.

• Use this tab to see when Stripe sent money to your bank account.

• Review payout timing to confirm deposits are arriving as expected.

• If available, check the Instant Payout option and the amount eligible for immediate transfer.

10. Use Instant Payout only when immediate access to funds is needed 5:53

• Access instant payouts at the top of the payouts page

• If you need funds faster than standard Stripe payout timing, consider Instant Payout.

• An additional fee is applied for instant payouts, 1.5%

• Be aware that some banks, especially local banks, may have issues processing instant payouts.

Processing Fees

• In the US and Canada in general, the processing fees for card payments through Rotor are 2.9% + $0.30 and for bank payments in the US they will be 1.5% and in Canada 0.8%.

• These are subject to change, and there are some exceptions to the rules. Contact us for more details

Payout Schedule

• In the US there is a 2 day delay of receiving payments and the payout

• In Canada there is a 3 day delay of receiving payments and the payout

• You can always rush instant payout for a small fee

Cautionary Notes

• Tax report caution: The tax report is for quick visibility only and should not be used as the final tax liability calculation.

• Failed payments: Do not ignore failed payments; they remain listed until reviewed.

• Instant Payouts: Some banks may not support instant payouts reliably, and fees may apply.

• Export accuracy: Confirm the correct filter is applied before exporting to avoid using incomplete or misleading data.

Tips for Efficiency

• Review Overdue, Partially Paid, and Sent invoice filters daily to catch collection issues early.

• Export paid invoices monthly for bookkeeping, revenue analysis, or reconciliation.

• Use the invoice export to identify trends by technician, customer, or sales rep.

• Check failed payments promptly so you can reattempt charges before the issue becomes harder to collect.

• Use payouts tracking to reconcile bank deposits against expected Stripe transfers.

Tips

• Work Failed payments and overdue invoices before worrying that a payout looks short

• Use the Cycle column / On a Cycle filter when reconciling recurring charges

• Refunds from Payments can return an invoice to unpaid or partially paid — re-check the invoice after a refund

Congratulations! You can navigate invoices, payments, and payouts in Rotor Financials.

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.

Related articles

• Set up Stripe Connect — connect Stripe to take payments

• Billing Cycles — recurring charges and the CYCLE column

• Instant Pay: Getting Paid Out Faster with Stripe — speed up payouts

• Stripe Fees — why a payout is less than the charge