Payouts and reconciliation

The payout is the bank transfer that moves money from your wallet to the church’s bank account. This page explains how to follow it and reconcile it with your accounting.

Anatomy of a payout

Each payout has:

• ID (po_1Abc...): Stripe identifier
• Gross amount: sum of donations collected in the period
• Stripe fees: deducted
• Refunds: deducted (if any)
• Disputes: deducted (if any)
• Net amount: what lands in the bank
• Expected arrival date

Typical calendar

Total: ~7 days from donation to bank deposit.

See payout detail

Donations → Payouts → [Payout]:

Payout #po_2025_04_17 — $4,287.50
  Period: Apr 10 - Apr 16, 2026
  Gross:              $4,412.10
  Stripe fee:        -$   124.60
  Refunds:           -$     0.00
  Disputes:          -$     0.00
  Net to bank:        $4,287.50
  Arrived: Monday Apr 21, 2026

You can expand to see every donation included in the payout, with donor, fund, and amount. This view is the basis for reconciliation.

Bank reconciliation

To square what your bookkeeper sees on the bank statement with what they see in Ministrium:

1. Donations → Payouts → Export month.
2. CSV with one row per payout: ID, arrival date, amount, link to detail.
3. Your bookkeeper maps each line to a bank statement entry.
4. If it ties, mark as reconciled.

Differences are usually timing (a payout fired Thursday Apr 30 arriving Tuesday May 4). The quarterly report smooths this.

Accounting reconciliation (books)

Separate from bank reconciliation, you have to record donations in the books (not just the bank deposit). For this we use:

• QuickBooks: see QuickBooks integration — auto-syncs each donation.
• Generic CSV: Donations → Export for Xero, Wave, etc.

What gets recorded:

If the donor covered fees, $124.60 is also recorded as income.

When a payout fails

Causes and solutions:

• Closed bank account: update info in Stripe → auto-retries.
• Wrong bank info: same as above.
• Frozen account (payouts_enabled = false): see Account states.

Stripe auto-retries up to 4 times. If all fail, money stays in wallet until you update info.