There are a few reasons why the total transactions in a payout might not match the payout amount you receive. One common reason is that Webconnex Payments uses a rolling balance. This article will walk you through how the rolling balance works and how to reconcile your payouts accordingly.
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Rolling Balance Description
Webconnex Payments maintains a Rolling Balance. This means there must always be enough funds in your balance account to cover any pending debits such as refunds or chargebacks.
Payout Timing
Weekly Wednesday payouts are issued on Wednesday at 7AM PST, and these payouts typically include all transactions completed by 11:59 PM PST on Monday. The rolling balance resets to zero once the payout is processed. This means each payout will cover transactions processed from 12:00 AM PST on the previous Tuesday through 11:59 PM PST on the current Monday.
However, if your event processes refunds or chargebacks between Tuesday at 12:00 AM PST and Wednesday at 7:00 AM PST, and those refunds or chargebacks exceed the amount of positive charges during that same window (resulting in a negative rolling balance), that negative balance is deducted from your current week’s payout. In other words, your payout is reduced to cover the negative balance cost before funds are transferred to your bank account. As a result, your payout that week may be lower than expected.
Because those refunds were already accounted for in the previous payout by withholding the negative balance, you will receive that amount back in your next payout. As a result, your next payout will appear higher than the total transactions for the week by exactly the amount previously withheld.
Use the Payout Report to Reconcile Your Account
To see why your payout amount doesn't match your total transactions for the week, we recommend downloading a Payout Report directly from the Webconnex Payments portal. This report shows all of the transactions that processed on your Webconnex Payments processor. Click here to learn how to download this report.
Once you have downloaded this report, you can use it to reconcile your account. Here's an example of how to use the Payout Report to reconcile your payouts.
Pro Tip: Here are some key columns in the Payout Report that you can use to reconcile your payouts.
Net Amount: The Net Amount field represents the authorized transaction amount minus the processing and platform fees. This is the final amount included in your payout and deposited into the linked bank account.
Payout Amount: The Payout Amount column shows the total of that week’s net transactions that is transferred as a deposit to your linked bank account
Rolling Balance: The Rolling Balance column shows the total funds accumulated in the merchant account at the time of each transaction that have not yet been paid out
Transaction Date Time: The Transaction Date Time column lists the date and time the transaction was initiated. All transaction times are listed in PST
Let's assume you hosted an event with transactions that took place between July 2, 2025 and July 14, 2025. You receive your payouts on Wednesday, July 9, 2025 and Wednesday, July 16, 2025. Click here to download the sample payout report for this event.
Check the sum of the transactions in the Net Amount and Payout Amount columns. This sum will be zero if the payout equals the transactions you received
In this example, the sum of the transactions (Net Amount) on your July 9 payout totals $274.18 more than the actual Payout Amount you received
Scroll further down on the payout report to see if there were any refunds or chargebacks issued between Tuesday at 12AM PST (after the cutoff for your payout) and the time your payout was issued on Wednesday at 7AM PST
If there are refunds or chargebacks, confirm whether the refunds and chargebacks exceed the amount of positive transactions that processed during that same window
In this example, if you scroll further down on the payout report, you'll see that a refund of $1072.31 was processed on Tuesday July 8. This was after the payout cutoff time but before your payout was issued. When reviewing the total refunds and positive transactions that processed between 12:00 AM PST on Tuesday, July 8 and 7:00 AM PST on Wednesday, July 9, the refund amount exceeded the positive transaction total by $274.18. This resulted in a negative rolling balance. This balance was withheld from your July 9 payout, making the payout lower than expected
In your next payout, you will notice that the payout is larger than the total transactions for the week by exactly the amount previously withheld. This is because the negative balance was withheld from your previous payout, so this balance doesn't need to be paid for in your next payout
In this example, the Payout Amount you received is $274.18 more than the sum of the transactions (Net Amount) you received in the payout period
FAQs
How do I download a Webconnex Payments Payout Report?
How do I download a Webconnex Payments Payout Report?
Click here to learn how to download a Webconnex Payments Payout Report!