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How to Download Payment System Reports for Your Bookkeeping

If you take payments through platforms such as Stripe, PayPal, Shopify, Square, SumUp, or other online payment providers, we will often ask you to provide specific reports rather than relying solely on the amounts received into your bank account.

Many business owners understandably assume that the money arriving in their bank account represents their sales income. However, this is rarely the case.

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Why do we need these reports?

Payment providers usually deduct their processing fees before transferring the remaining funds to your bank account.

For example, if a customer pays you £100 and the payment platform charges a £3 fee, you will only receive £97 into your bank account.

For your accounts and tax returns, we need to record:

• Gross sales of £100
• Payment processing fees of £3
• Net funds received of £97

If we only record the £97 received, your turnover will be understated and your accounts will not accurately reflect your business performance.

Obtaining the correct reports helps to:

• Record your gross sales correctly.
• Identify payment processing fees that may be allowable business expenses.
• Ensure VATable income is treated correctly where applicable.
• Make it easier to reconcile your bookkeeping records
• Reduce the risk of errors, omissions, and duplicated income.
• Help you monitor your turnover accurately, including for VAT registration purposes where relevant.

Where possible, please provide the reports in CSV or Excel format, as this allows us to review and import the information more efficiently.

Below are instructions for the most commonly used payment platforms.

Stripe

  1. Go to Reports.
  2. Select Balance Summary.
  3. Select the relevant date range.
  4. Scroll down to the Balance change from activity section.
  5. Download this report and send it to us.

PayPal

  1. Log into PayPal and select Activity from the dashboard.
  2. Select All Reports.
  3. Under the Activities heading, select Activity Report.
  4. Set Transaction Type to Balance Affecting.
  5. Set the format to CSV.
  6. Select the required date range.
  7. Click Create Report and download the file.

Shopify

  1. Log in and select Settings in the bottom left corner.
  2. Click Payments on the left hand menu.
  3. Under the payout account details, select View Payouts.
  4. Click the Search and Filter button in the top right.
  5. Filter the payout dates to the required period.
  6. Click Export.
  7. Select All Payouts.
  8. Export as CSV for Excel, Numbers, or other spreadsheet programs.
  9. Shopify will email the export to you. Please download it and send it to us.

Square

Transaction Report

  1. Select Payments & Invoices.
  2. Click Transactions on the left hand menu.
  3. Select the appropriate dates.
  4. Export the Transactions CSV.

Instant Payout Fees

If you use instant payouts, we also need a separate report showing the associated fees so that these can be recorded correctly as business expenses.

  1. Click on any sales transaction.
  2. Scroll down to where it says Transferred.
  3. Click Transferred.
  4. Close the pop up window, which should take you to the Payouts page.
  5. Select the relevant date range.
  6. Export the report and send it to us alongside the transactions CSV.

SumUp

  1. Log in and select Download Centre from the left hand menu.
  2. Choose Transactions Report.
  3. Select the required dates.
  4. Set the status to include all options except Failed.
  5. Export the report as a CSV file.

Zettle

  1. Select Deposits from the left hand menu.
  2. Choose the required date range.
  3. Select All Transaction Types.
  4. Export the report to Excel.

Fresha

  1. Log in to Fresha.
  2. Select Reports from the bottom of the left hand menu.
  3. Search for Cash Flow Statement.
  4. Select the required dates.
  5. Click Options in the top right corner.
  6. Export the report as a CSV file.

Etsy

  1. Click on the Shop icon in the top right corner.
  2. Select Finances from the left hand menu.
  3. Click Monthly Statements.
  4. Select the relevant month.
  5. Scroll down and click Generate CSV.
  6. Repeat this process for all relevant months.
  7. Send all CSV files to us.

Glofox

  1. Select Reports from the left hand menu.
  2. Under Revenue, select Transactions.
  3. Choose Custom Date and enter the required date range.
  4. Download the report and send it to us.

WooCommerce

  1. Select Payments from the left hand menu.
  2. Click Transactions.
  3. Select the required date range.
  4. Download the report as a CSV file.

GoCardless

  1. Log in to GoCardless.
  2. Click Payments on the left hand menu.
  3. Select Payouts.
  4. Click Filter and choose the required date range.
  5. Click Export in the top right corner.
  6. Download the file and send it to us.

Amazon Seller Central

  1. Log in to Amazon Seller Central. Please ensure you are using Seller Central rather than your standard Amazon customer account.
  2. Click Payments from the left hand menu.
  3. Locate the option to download a full report for the required period.
  4. Select the appropriate dates.
  5. Download the report and send it to us.

Still can’t find the report?

Payment platforms update their layouts and menus from time to time, so the instructions above may occasionally vary slightly from what you see on screen.

If you are unable to locate a report, please get in touch with us. We will be happy to help you find the correct export so that your bookkeeping remains accurate and complete.

Providing these reports ensures that your accounts and tax calculations are correct, giving you a clearer picture of how your business is performing and ensuring that all allowable expenses are properly recorded.

FAQs

Why can’t I just send you my bank statements?

The amounts received into your bank account are often net of payment processing fees. To prepare accurate accounts, we need to see both the gross sales received from customers and the fees deducted by the payment provider.

What file format should I send?

CSV files are generally preferred, as they allow the information to be imported and analysed more efficiently. Excel files are also usually acceptable where CSV exports are not available.

What if I use a payment platform that isn’t listed here?

No problem. New platforms appear all the time, and existing systems frequently change their layouts. Simply let us know which provider you use, and we can guide you through obtaining the correct reports.

Do I need to provide reports if there were no sales during the period?

If there were genuinely no transactions, please let us know. However, if there were refunds, chargebacks, subscription fees, or other activity, we may still require the reports to ensure everything has been accounted for correctly.

What should I do if I can’t find the options described above?

Payment providers regularly update their systems, so the menus may look slightly different from the instructions in this guide. If you get stuck, please get in touch and we will happily help you locate the correct report.