Payout Schedule

Two questions come up constantly once you start collecting money in Rotor: when does this hit my bank account, and why is the deposit smaller than the invoices. This article answers both in one place. Keep it open next to your bookkeeping software.

All payouts run through Stripe Connect, so nothing here works until Stripe is connected and verified. See Stripe.

How money moves

There are three stops between a customer's card and your checking account:

1. The charge. The customer pays an invoice, or Rotor bills a saved card for a plan job. The payment appears immediately in Financials → Payments.

2. Your Stripe balance. The funds sit with Stripe while the payment settles. Processing fees come out here, which is why the amount available is always less than the invoice total.

3. The payout. Stripe transfers your available balance to the bank account you entered during Stripe onboarding. That deposit is what your bookkeeper sees.

The gap between step 1 and step 3 is the reason your Rotor revenue for a week never equals your bank deposits for that same week. They are measuring different things: revenue is invoices, deposits are settled cash net of fees.

Payout schedule

You can always rush a payout for a small fee — see instant payouts below.

A few practical notes on top of the table:

• Brand-new accounts often see a longer delay on the first payout while Stripe finishes verifying the business. If your first deposit is slow, that's usually why.

• Bank holidays and weekends push deposits out. A Friday payout may not appear until Tuesday.

• [VERIFY: are Rotor payouts daily by default, or on a weekly or monthly schedule, and can a company change the payout cadence from Rotor or only in the Stripe dashboard?]

Instant payouts

If you need the money before the standard delay — payroll is Friday and the deposit lands Monday — use Instant Payout at the top of Financials → Payouts. Rotor shows the amount eligible for immediate transfer.

• An additional fee of 1.5% applies to instant payouts.

• Some banks, especially smaller local banks, have trouble processing instant payouts. Test one small instant payout before you rely on it for something time-sensitive.

What a payout batch contains

A payout is not one payment. It is the sum of every payment that finished settling in that window, minus fees, minus any refunds you issued, minus anything Stripe held back.

Put roughly, for a single payout:

• Plus the gross amount of every settled payment in the window — invoice payments, one-off charges, plan billing, and tips.

• Minus processing fees on each of those payments.

• Minus refunds issued during the window. A refund reduces your balance, so it reduces the next payout. See Refunds and disputes.

• Minus any dispute amounts and dispute fees.

• Minus the 1.5% instant payout fee, if you rushed it.

This is why a payout almost never matches a round number of invoices, and why chasing an exact match invoice-by-invoice on a single deposit is usually wasted effort. Reconcile by period instead.

Reconciling a payout back to individual payments

The invoice export is the tool for this. It carries the fields the Financials screen doesn't show.

1. Go to Financials → Invoices.

2. Apply the Paid filter and set the date range you're reconciling.

3. Click Select All, then Export.

4. In the export, work with these columns: Gross collected, Processing fees, Net payout amount, Last payment date, Payment method, Tips, and Tax amount.

5. Sum Net payout amount for the period and compare it to the deposits shown in Financials → Payouts for the same period, shifted by the payout delay for your country.

Two adjustments will usually explain any remaining gap: refunds issued in the period, and payments that were collected near the end of the period but settle into the next payout. Confirm the correct filter is applied before exporting — exporting the wrong filter is the most common reason a reconciliation "doesn't work."

[VERIFY: can you open an individual payout in Financials → Payouts and see the list of payments included in that specific batch, or does that breakdown only exist in the Stripe dashboard?] If the itemized breakdown isn't in Rotor, go to Settings → Stripe and click Open Stripe Dashboard; Stripe's payout reports list every transaction in a batch and can be exported for your accountant.

Tips

• Export paid invoices monthly for bookkeeping. Doing it once a year means reconstructing a year of fee math from memory.

• Reconcile by period, not by individual deposit.

• Use instant payout for genuine cash-flow crunches, not as a routine. The 1.5% adds up fast if you rush every deposit.

• Watch the Payouts tab weekly so you notice quickly if deposits stop — that's usually a Stripe verification item that needs attention.

Related reading: Financials: Invoices, Payments, and Payouts for the full Financials tab, Stripe for connecting and verifying your account, and Refunds and disputes for money that moves back the other way.

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.