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Processing Payouts

Process reimbursements for approved expenses using Stripe ACH bank transfers.

The Payouts Queue

  1. Go to Payouts in the sidebar
  2. See all approved expenses ready for reimbursement
  3. The badge shows how many items are pending

Payouts Queue Desktop

Payouts Queue Mobile

Queue Columns

Column Description
Employee Who to reimburse
Report/Expense What they submitted
Amount Total to pay
Approved Date When final approval occurred
Bank Account Has account / Missing
Actions Process payout button

Processing a Single Payout

  1. Find the item in the queue
  2. Click Process Payout
  3. Confirm the amount and recipient
  4. Click Send Payment
  5. Stripe initiates ACH transfer

Confirmation Dialog

Before processing, you'll see:

  • Employee name
  • Amount to pay
  • Bank account (last 4 digits)
  • Estimated delivery date

Batch Payouts

Process multiple reimbursements at once:

  1. Select items using checkboxes
  2. Click Process Selected
  3. Review the batch summary:
    • Number of payments
    • Total amount
    • Each recipient
  4. Click Confirm Batch
  5. All payments are initiated

Weekly Batches

Many organizations process payouts weekly. Select all items and batch process on a set day.

Missing Bank Account

If an employee hasn't added their bank account:

  • Warning icon appears
  • You can't process their payout
  • Contact them to add an account

What to Do

  1. Note which employees are missing accounts
  2. Send them a reminder email
  3. Wait for them to add and verify account
  4. Process payout once verified

Payout Statuses

After initiating a payout:

Status Meaning Duration
Processing Submitted to Stripe Immediate
Pending ACH transfer queued 1 day
In Transit Money moving 1-3 days
Paid Deposited Final
Failed Problem occurred Needs attention

Failed Payouts

If a payout fails:

  1. You receive a notification
  2. The item returns to the queue
  3. Check the failure reason:
    • Invalid bank account
    • Closed account
    • Bank rejection

Resolving Failures

  1. Contact the employee
  2. Have them update their bank account
  3. Re-process the payout
  4. If issues persist, contact support

Payout History

View processed payouts:

  1. Go to Payouts
  2. Click History tab
  3. See all completed transfers:
    • Date processed
    • Employee
    • Amount
    • Status
    • Stripe Transfer ID

Export History

  1. Click Export
  2. Choose date range
  3. Download CSV with all payout records
  4. Use for accounting reconciliation

Stripe Dashboard

For detailed payment information:

  1. Access your Stripe Dashboard
  2. View individual transfer details
  3. See bank account status
  4. Review any issues

Admin Sets Up Stripe

Your organization admin configures Stripe API access. See Billing for setup.

Timing Considerations

ACH Processing Days

  • Payouts initiated Mon-Fri process same day
  • Weekend payouts process Monday
  • Bank holidays cause delays

Employee Expectations

Communicate typical timing:

  • Approved expenses → Payout processed: 1-2 business days
  • Payout processed → Funds deposited: 1-3 business days
  • Total: 2-5 business days after approval

Security Best Practices

  • Verify large payouts manually
  • Confirm employee identity for new accounts
  • Review payout history regularly
  • Report any suspicious activity

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