The sales in your POS or ordering system won't always line up exactly with the deposits and reports in your Owner Dashboard. Most of the time this isn't an error, and it comes down to timing or to how certain fees and deductions show up.
What is reconciliation?
Reconciliation simply means checking that the sales recorded in your ordering or POS system match the deposits and reports in your Owner Dashboard.
ℹ️ Note: Your Owner Dashboard is the source of truth for your sales, fees, and payouts. If a third-party system (like Toast) shows different figures, use your Owner Dashboard as the reference point.
Common reasons your numbers might not match
These are the most common reasons your numbers look different, and what each one means.
Payout timing (you may see several deposits in one day)
Each payout covers one day of sales. Because of weekends, you might see several deposits on the same day. For example, Thursday, Friday, and Saturday sales can all arrive on Monday as separate payouts. Open a payout in your Payouts report to see exactly which day it covers. A transaction placed late at night can also land in the next day's payout, depending on your cutoff time.
Toast or Otter reporting differences
If you use Toast or Otter, Owner's platform and delivery fees have to be mapped into their reporting, and they can appear differently there. Taxes may also be calculated on a different net amount. Use your Owner Dashboard figures as the reference.
Gift cards or reward points
When an order is paid partly with a gift card or reward points, the amount collected can differ from the amount expected, which can make a payout look off compared to your sales total.
Very small orders (under $0.50)
Stripe requires a minimum charge of $0.50 per transaction. If a cart total is between $0.01 and $0.49, it's automatically brought up to $0.50, and the small difference is added to the Owner fee. So a few extra cents on these orders is expected, not an error.
A Delinquency Fee on your payout
If your monthly subscription payment fails several times in a row, Owner recovers the unpaid balance from your order revenue. It shows on your payout report as a Delinquency Fee. It reflects a real unpaid invoice, not an extra charge or penalty. Once the balance is covered, it stops.
A dispute (chargeback) deduction
When a guest disputes a charge with their bank, the disputed amount plus a $15 dispute fee is pulled from your balance while the case is reviewed. That can make a payout look short compared to your own sales records.
If your numbers still don't add up after checking these, reach out to our support team and we'll take a look.