Everything you need to know about reconciling transactions, tracking fees, and managing your financial reports.
Your Paayed dashboard gives you a real-time snapshot of your business finances.
Use the date picker at the top of the dashboard to view metrics for today, this week, this month, or a custom range.
The revenue chart shows daily or weekly trends. Hover over any data point to see the exact figure for that period.
Settlement reports show exactly how much was deposited into your bank account and which transactions were included.
Go to Reports > Settlements. Each settlement shows the date, gross amount, fees deducted, and net amount deposited.
Click any settlement to see the individual transactions included: successful payments, refunds, chargebacks, and fees. This is essential for reconciling your bank statement.
Paayed settles on a T+1 basis (next business day). Weekday transactions settle the following business day. Weekend transactions are batched and settled on Monday.
Reconciliation ensures the amounts in your Paayed account match what appears in your bank statement.
Click Export on any settlement report to download a CSV for import into Xero, QuickBooks, or your accounting software.
Track exactly how much you are paying in processing fees.
Go to Reports > Fees to see a breakdown of all processing charges by period.
The monthly fee summary shows total fees, average fee per transaction, and effective fee rate (total fees as a percentage of total revenue). Use this to monitor your processing costs over time.
Revenue reports give you a clear picture of money coming into your business.
Filter by date range, payment method, currency, or transaction status. Combine filters to answer specific questions like “How much did we collect via POS last month?”
All reports can be exported as CSV files. Click Export in the top-right corner of any report.
Keep track of all refunds issued from your Paayed account.
Go to Reports > Refunds to see all refunds within a date range. Each entry shows the original transaction, refund amount, date, and reason.
Refunds are deducted from your next settlement. If you issued £200 in refunds today, tomorrow’s settlement will be reduced by £200.
The report distinguishes between partial and full refunds. Partial refunds show both the original amount and the refunded portion.
Monitor your refund rate (refunds as a percentage of total transactions). A rising refund rate may indicate product or service issues worth investigating.
Paayed tracks VAT on every transaction to simplify your VAT returns.
Go to Reports > VAT to see total VAT collected, broken down by rate (Standard 20%, Reduced 5%, Zero 0%). This report maps directly to the boxes on your VAT return.
Each invoice shows a line-by-line VAT breakdown. The VAT report aggregates this across all invoices for the selected period.
Export the VAT summary as a CSV and send it to your accountant or import it into your accounting software. The report includes net amounts, VAT amounts, and gross totals by rate.
Sync your Paayed data with popular accounting platforms to reduce manual data entry.
Invoices, payments, refunds, fees, and settlements are synced automatically. Paayed creates matching entries in your accounting software so your books stay up to date.
Export your transaction data for external analysis, auditing, or accounting.
Each export includes: transaction ID, date, time, amount, currency, payment method, card type, status, customer email, fees, and net amount.
Set up automatic exports in Reports > Scheduled. Choose daily, weekly, or monthly frequency and the reports are emailed to your specified address as CSV attachments.
Paayed charges a per-transaction fee for each successful payment processed.
Fees are deducted automatically from each settlement. You receive the net amount (transaction value minus fees) in your bank account.
There are no monthly fees, setup fees, or minimum transaction requirements. You only pay when you process a payment.
Monthly fee invoices are available in Settings > Billing for your records.
Payouts are the transfers from Paayed to your bank account.
Paayed operates on a T+1 payout cycle. Transactions processed on Monday are deposited into your bank account on Tuesday. Weekend transactions are batched and paid out on Monday.
If the payout date falls on a UK bank holiday, the deposit is made on the next business day.
Go to Reports > Settlements to see all past payouts with dates, amounts, and included transactions.
Update your payout bank account in Settings > Bank Account. Changes take effect from the next scheduled payout. You will need to verify the new account.
Chargebacks affect your accounting records and need to be tracked carefully.
When a chargeback is filed, the disputed amount is deducted from your next settlement. This appears as a negative line item in your settlement report.
A chargeback fee is charged for each dispute, regardless of the outcome. This fee appears separately in your fee report.
If you win a dispute, the original amount is returned to your account in a future settlement. The chargeback fee is not refunded.
Go to Reports > Disputes to see all chargebacks, their status (open, won, lost), and their impact on your settlements.
Customise your dashboard to show the financial metrics that matter most to your business.
All widgets respond to the global date picker. Change the range to see metrics for any period.
Follow this checklist at the end of each month to ensure your books are accurate.
If you operate multiple business locations or entities, Paayed helps you track performance separately.
If you have multiple POS terminals at different locations, each terminal is tagged with its location name. Filter transaction reports by location to see per-site revenue.
Use date and location filters together to generate location-specific reports. Export each location’s data separately for your accountant or franchise reporting.
The main dashboard shows consolidated figures across all locations. Remove location filters to see total business performance.
Paayed maintains a complete audit trail of every action taken on your account.
Every transaction is logged with: timestamp, amount, payment method, status changes, user who initiated the action, and IP address. This record cannot be edited or deleted.
Each invoice tracks: creation date, edits made, when it was sent, when the customer viewed it, payment dates, and any credit notes issued.
Go to Settings > Activity Log to see all actions taken by team members: logins, refunds processed, settings changed, and reports exported.
Paayed retains all transaction and audit data for 7 years, meeting UK financial record-keeping requirements.
