Use ROLLER Payments reports to track guest payments, monitor payouts and reconcile payment fees. This guide explains where to find each report, what data it includes and how to use them to review authorizations, refunds, payment fees, chargebacks, adjustments and funds received.
If your venue still uses legacy monthly invoicing (payment in arrears), see the guide ROLLER Payments: Changes to the way fees are charged.
Key terms
Funds received: The total amount collected from the guest when the payment is processed, including taxes and fees, before any payment fees are deducted and before it’s paid out to your bank.
Paid out funds (payout): The amount transferred to your bank after payment fees (with net settlement), refunds, chargebacks and adjustments are applied.
Payout date: When ROLLER initiates the transfer to your nominated bank account, not when the payout amount arrives in your bank account.
Net settlement: Payment fees are deducted from payouts, so payout amounts are net of payment fees (ROLLER Payments and network fees).
Gross settlement: Network fees are not deducted from each payout. Instead, payouts include network fees and these are invoiced monthly in arrears.
Before you start (permissions)
Staff need the Can access Transactions reports permission to view most ROLLER Payments reports. Administrators and managers have this permission by default.
Additional permissions apply to:
- ROLLER Payments performance dashboard: Can access dashboard permission
- Monthly fee & tax statement: Available only to account owners or billing contacts. Also requires Can access Accounting reports and Can manage payments permissions.
Access your reports
To access ROLLER Payments reports:
- From Venue Manager, go to Reports > All reports.
- Search for ROLLER Payments.
- Choose your report you need:
| What you want to do | Report to use |
|---|---|
| Monitor payment trends and payout status | ROLLER Payments Performance dashboard |
| Reconcile funds with bank deposits | ROLLER Payments Payout Export |
| View details of individual transactions | ROLLER Payments Transactions |
| See daily breakdown by payment method | ROLLER Payments Daily Summary |
| Review payment fees and sales tax on payment fees for accounting | Monthly fee & tax statement |
For quick lookups, refunds or troubleshooting payment issues, use Bookings > Transactions to search by card number, transaction ID or booking ID.
See below for detailed information about each report.
Important note about refunds
If your venue is on net settlement and your reporting period includes refunds, you may notice differences between totals in all ROLLER Payments reports and other Venue Manager reports.
This is because refunds in ROLLER Payments reports are currently shown net of fees.
For now, use the Detailed transactions report to reconcile refunds, as this report shows the full refund amount and correct totals (non-ROLLER Payments report).
Reconcile ROLLER Payments
Use these reports together to reconcile guest payments to payouts and bank deposits.
| # | What you’re reconciling | Report to use | What to do |
|---|---|---|---|
| 1 | Bank deposits to payouts from ROLLER Payments | ROLLER Payments Payout Export | Match Net funds paid out to your bank deposit. Allow 0–2 business days for bank processing and consider weekends and public holidays. |
| 2 | Payment fees deducted from payouts for a selected date range (net settlement) | ROLLER Payments Daily Summary (Net settlement) | Use Payment fees ($) to confirm total fees deducted, including ROLLER Payments fees and network fees. |
| 3 | Individual payments, refunds, and payout status | ROLLER Payments Transactions | Use filters to confirm transaction status (eg Authorized, Refunded) and check whether a transaction was included in a specific payout. |
Notes
If you migrated to daily net settlement, use gross settlement for transactions that settled before your migration date and net settlement for transactions that settled after.
Some transactions may settle late due to bank delays. If this happens, a small number of gross-settled transactions may appear in the net settlement report with network fees only.
Refunds in ROLLER Payments reports are shown net of fees under daily net settlement. To view full refund totals before fees, use the Detailed Transactions report (non-ROLLER Payments report).
ROLLER Payments Performance dashboard
This dashboard gives you a real-time snapshot of payout status, payment trends and key metrics.
- From Venue Manager, go to Reports > All reports > ROLLER Payments Performance.
- Or, for quick access, go to Dashboards > Payments.
Use it to:
- Quickly monitor payment activity and payout status
- Track authorization success rates
- Spot payment trends and anomalies
- Understand where transactions come from (by channel and payment method)
What's included
- Total funds processed, paid out and pending
- Daily payout amounts and trends
- Authorization success and failure rates
- Refunds and chargebacks
- Payment activity by method and channel
How to read the report
With net settlement, payout values are shown net of fees. You can hover over the funding chart to see daily payment fee deductions.
Note: Refund amounts are shown net of fees. See Important note about refunds above.
To learn more, see the guide Track payouts and payment trends with the ROLLER Payments dashboard.
ROLLER Payments Payout Export
The Payout Export is your primary tool for reconciliation. It shows what was processed, what's been paid out, what's pending and how fees were applied.
Access the report
- From Venue Manager, go to Reports > All reports > ROLLER Payments Payout Export.
- Choose the date range.
- Select "Alert me once exported".
- Download from notification bell.
Use it to:
- Verify processed funds match bank deposits.
- Track when payouts were initiated (payout date). After a payout is initiated, funds typically arrive in your bank within 0–2 business days, depending on your bank.
- Monitor pending payouts, chargebacks and adjustments.
How to read the export
- Each row is a transaction date.
- Each payout date column shows when those funds were included in a payout.
- With net settlement, Funds paid out is net of payment fees and a Payment fees column is included.
- Payout date is the initiation date, not when funds arrive in your bank.
Transaction date fields
| Field | Description |
|---|---|
| Funds Received | Total value of authorized transactions minus refunds for that day |
| Payment Fees | ROLLER Payments and network fees deducted from that day's funds received |
| Funds Paid Out | Amount paid out for that transaction date, net of fees |
| Pending Payout | Amount still waiting to be paid out (may include partial or adjusted payouts) |
| Payout Date | Date the payout was initiated (not the date funds reach your bank). Actual arrival in your bank may take from 0 to 2 business days, depending on your bank's processing times. |
|
Other Gateway Funds received |
Credit card payments not processed through ROLLER Payments If using dual processing, Funds Received + Other Gateway Funds = total card funds processed across systems |
Payout date fields
| Field | Description |
|---|---|
| Net Transactions | How much of the payout total was for authorized or refunded guest transactions |
| Incl. Chargebacks | How much of the payout total was for chargebacks or chargeback reversals |
| Incl. Adjustments | How much of the payout total was for adjustments, such as your reserve (if no adjustments made for the date range, this field is not included in the report) |
| Net Funds Paid Out | The total amount paid out to your nominated bank account |
ROLLER Payments Transactions
The ROLLER Payments Transactions report provides a detailed list of all guest payment transactions processed through ROLLER Payments, including authorizations, refunds, chargebacks, adjustments and payout statuses.
From Venue Manager, go to Reports > All reports > ROLLER Payments Transactions.
Use it to:
- Identify who processed a transaction by selecting a Booking ID.
- Check transaction status using filters (such as Authorized, Refunded, Paid out, or Chargeback).
- Identify which transactions were included in a specific payout by filtering by payout date and status.
What's included
- Date and time the transaction took place (payments collected)
- Booking ID (select to open the full booking record in Venue Manager)
- Gateway ID
- Payment method used (eg Mastercard, Visa, Sofort, iDEAL)
- Status of the transaction (eg Authorized, Refunded, Chargeback, Paid out)
- Channel the transaction took place at (eg POS, Online checkout, Venue manager, Recurring billing, API, Data import)
- Dollar amount of the transaction
Select the report to view a larger version.
ROLLER Payments Daily Summary
The Daily Summary report gives you a day-by-day breakdown of ROLLER Payments activity, grouped by payment method and sales channel.
From Venue Manager, go to Reports > All reports > ROLLER Payments Daily Summary.
Rule of thumb: If a transaction settled before your migration date, check the gross settlement version of the report. If it settled after, check the net settlement version of the report.
See the section Daily summary reports during migration to net settlement below to learn more.
Use the ROLLER Payments Daily Summary report to:
- See a daily snapshot of transactions.
- Track authorization success and failure rates.
- Monitor refunds, chargebacks and Smart Dunning recovery.
What's included in the net settlement version of the report
With net settlement, the report shows net-settled transactions with a Payment Fees column that reflects both ROLLER Payments fees and network fees deducted daily.
Refund amounts are shown net of fees. See Important note about refunds above for details.
Column reference
| Column | Description |
|---|---|
| Submitted Qty | Number of transactions submitted for authorization |
| Failed Qty | Number of submitted transactions that failed to authorize |
| Authorised Qty | Number of successfully authorized transactions |
| Authorised Amt ($) | Total dollar value of authorized transactions |
| Refund Qty | Number of refunded transactions |
| Refund Amt ($) | Total value of refunded transactions |
| Chargeback Qty | Number of chargebacks received |
| Chargeback Amt ($) | Total value of chargebacks |
| Payment Fees ($) | Total fees deducted from your payout each day under net settlement, including ROLLER Payments fees and network fees. |
| Smart Dunning Success | Number of successful retries of failed recurring membership payments |
ROLLER Payments daily summary reports during migration to net settlement
During your migration to net settlement, transactions will appear in different versions of the Daily Summary report depending on when they were settled.
Transactions settled before your migration date appear in a gross settlement version of the report: Reports > All reports > ROLLER Payments Daily Summary (Gross Settlement)
Transactions settled after your migration date appear in the net settlement version of the report: Reports > All reports > ROLLER Payments Daily Summary
During the transition
Some transactions may settle late due to bank delays. If that happens, you might see a small number of gross-settled transactions in the net settlement report, calculated using gross settlement logic (network fees only).
What’s the difference between gross and net settlement?
- With gross settlement, payouts include network fees, which are invoiced monthly in arrears.
- With net settlement, payment fees (ROLLER Payments fees and network fees) are deducted daily from each payout.
Monthly fee invoice & tax statement
The Monthly fee invoice & tax statement provides a comprehensive summary and breakdown of all platform fees paid for the month (both ROLLER fees and network fees) and applicable sales tax on payment fees.
This report is only available to venues on daily net settlement. It is also only available to account owners or billing contacts, and staff with the Can access Accounting reports and Can manage payments permissions.
Use it to:
- See a monthly summary of all platform fees paid
- Serve as a tax receipt for payment fees
- Track sales tax collected each month
- Support your accounting reconciliation and reporting
Access the report
From Venue Manager, go to Reports > All reports > Monthly fee invoice & tax statement.
You can also access the Monthly fee Invoice & tax statement from Your account menu.
- From Venue Manager, select the account icon (person) at the bottom of the main menu.
- Select the link ROLLER Payments fee statement.
What's included
ROLLER fees: A detailed breakdown of fees and sales tax by card provider, showing:
| Column | Description |
|---|---|
| Description | The lines in this table show different card types (eg Mastercard). |
| Transaction Volume | The total value from each card type for the period. |
| Count | The total number of transactions for each card type for the period. |
| Fee Rate | The fees for each card type. |
| Sales tax | The taxable amount on the payment fees. |
| Total | The total value of fees for that card type. |
Network fees: Pass-through fees from card networks and banks applied to your transactions, showing:
| Column | Description |
|---|---|
| Description | Interchange or scheme name. |
| Transaction Volume | The total value of transactions (if applicable). |
| Count | The total number of transactions from the interchange or scheme. |
| Fee Rate | The fees for the interchange or scheme. |
| Sales tax | The taxable amount on the payment fees. |
FAQs
Payouts and timing
Funds are paid out based on your payout schedule. For most venues, payouts are initiated daily.
Payout date is when ROLLER initiates the transfer. After a payout is initiated, funds typically arrive in your bank within 0–2 business days, depending on your bank (excluding weekends and public holidays).
If a payout shows as initiated but you haven’t received the funds in your nominated bank account yet:
- Allow up to 2 business days for bank processing.
- Check whether the payout date falls just before a weekend or public holiday.
- If it’s been more than 2 business days, contact the support team.
Reconciling deposits and payment fees
Deposits in your bank are based on payouts, while reports may show transactions (sales or funds received), refunds, fees, chargebacks and adjustments.
To reconcile:
- Compare using payout date (initiation date), plus time it takes for your bank to process deposits, not transaction date (the date the guest was charged).
- Include deductions like payment fees and any refunds or chargebacks processed in the same period.
To learn more, see Why don't ROLLER Payments credit card reports match bank deposits?
Net settlement means payment fees are deducted daily from payouts, so payout amounts show net of fees. To review a monthly breakdown of fees, use the Monthly fee & tax statement report (see above).
Under net settlement, payment fees are deducted from your payouts before funds reach your bank. This affects your bank deposits, but it does not change the Xero Export, which continues to show funds received before payment fees are deducted.
To reconcile Xero Export "funds received" to bank deposits, you’ll need to account for the net payout amount plus fees (ROLLER Payments and network fees), refunds/chargebacks and any non-ROLLER Payments funds received (eg third-party payments).
To learn more, see How do I reconcile the Xero Export with payouts under net settlement?.
Use the ROLLER Payments Daily Summary report for fees in a selected date range. For a monthly breakdown of fees, use the Monthly fee & tax statement report. See the details in the report sections above.
Adjustments are amounts manually credited to, or deducted from, your ROLLER Payments account to correct billing or guest payment differences. If there are no adjustments in your selected date range, the Adjustments field may not appear in the export.
For bank reconciliation, use the ROLLER Payments Payout Export and Daily Summary reports, and compare with your bank account using payout date (initiation date), plus the time it takes for your bank to process deposits.
Access and troubleshooting
If you're using ROLLER Payments to process payments, and don't see any of these reports, contact the support team. The permission Can access Transactions reports is also required for staff to access most ROLLER Payments reports. Administrators and managers have this permission enabled by default.
These reports reconcile when you compare like for like. If you include refunds in one view but not the other, totals won’t match. Try filtering to include only payments and other, and exclude refunds in the standard Detailed Transactions report (non-ROLLER Payments report - includes all transactions).
Use the ROLLER Payments performance dashboard (Channels panel) for a breakdown by payment method. You can also use the ROLLER Payments Transactions report to filter by payment type.
Learn more
ROLLER Payments performance dashboard
Refer to the guide Track payouts and trends with the ROLLER Payments dashboard to understand the different types of information you can see on the ROLLER Payments dashboard.
ROLLER Payments lifecycle
Refer to the guide ROLLER Payments lifecycle to understand the different ROLLER Payments statuses.