Payouts & Reconciliation

Where the money is, and how to match it up with your books.

fellos doesn't hold any of your money. Every dollar members pay — whether for a store item or an event ticket — goes directly to your organization's Stripe account. fellos just records the sale and keeps everything organized for your bookkeeper.

Where the Money Ends Up

1. A member checks out in the store or buys an event ticket.
2. Stripe processes the payment. Their fee comes out automatically.
3. The net amount lands in your organization's Stripe balance.
4. Stripe payouts that balance to your bank account — typically every 2 business days (or whatever your Site Admin set up in Stripe).

Everything about when and how the money moves lives in Stripe, not fellos. To see your Stripe balance and payouts, your Site Admin logs into the Stripe dashboard directly.

Using Financial Categories

Financial categories are your primary tool for reconciliation. Every store item has one, and each event ticket sale gets tagged with the event's revenue category. This means every dollar in fellos has a category attached to it.

A typical setup:

• Merchandise — apparel, mugs, stickers.
• Publications — books, almanacs.
• Workshop Revenue — class and workshop passes.
• Event Revenue — Fundraisers — fundraising event tickets.
• Event Revenue — Regular — regular-event tickets.

Align these with the accounts or line items your accountant tracks. See Options & Categories for how to create them.

Exporting Order History

The Orders tab has an Export button (top right) that downloads a CSV of every order in the current filter view. Filter to, say, "Last month" or "Category: Merchandise" and export to get a clean list for that period.

The CSV includes:

• Order number, date, and status.
• Customer name and email.
• Subtotal, shipping, total.
• Line items with options selected.
• Financial category for each line.
• Stripe payment reference (so you can match a fellos order to a line in Stripe).

Exporting Event Ticket Sales

Event ticket sales are separate from store orders. For each event, scroll to the Sales & Attendance section on the event page and click Export CSV. You'll get a line for every ticket sold, with:

• Buyer name and email.
• Seat type (Gardener seat, Guest, etc.) and price.
• Purchase date.
• Check-in status and time.
• Stripe payment reference.

A Simple Reconciliation Flow

Here's a straightforward monthly close:

1. Export the full Orders list for the month.
2. Export each ticketed event's sales list.
3. Pull the Stripe payout report for the same period.
4. Match totals by category. They should line up within Stripe's fees.
5. Hand the exports to your bookkeeper, or plug them into your accounting system.

Handling Refunds in Your Books

When a refund happens, two things change:

• In Stripe, the customer's card is credited back and the amount is deducted from your next payout.
• In fellos, the order or ticket shows as Refunded in the status.

Your monthly exports will include refunded orders (flagged as such). Subtract them from your category totals — or just export with "Refunded" filtered out, and include the refunded total separately as a line item in your books.

When You Don't Know What Something Is

If you see a charge or payout you don't recognize:

• Start in fellos — search the Orders tab by email or date to find the original sale.
• If you can't find it in fellos, ask your Site Admin to look it up in Stripe. Stripe has more detail on every transaction (including attempted payments that didn't succeed).
• Document what you find. Adding a short note to your monthly export file saves future-you a lot of time.