Pay in and pay out report template
The column layout to use for a monthly cash movement summary, and the rules that keep the totals honest.
This is the layout Karchu exports and the one to copy if you are building the report by hand. It is deliberately small. A cash movement summary that nobody finishes filling in is worth less than four columns that are always correct.
Sheet one: transactions
| Column | What goes in it |
|---|---|
| Date | Transaction date, ISO format so sorting works |
| Value date | Settlement date where it differs, otherwise blank |
| Description | The narration as printed, not a cleaned up version |
| Counterparty | Who paid you or who you paid |
| Direction | In or out |
| Gross | The full amount before any deduction |
| Fee | Processor or bank fee, positive number |
| Net | Gross minus fee |
| Tax | Tax amount where stated separately |
| Currency | Three letter code |
| Rate | Conversion rate on foreign currency lines |
| Reference | Invoice number, order reference or payout id |
| Transfer | Yes when this is a movement between your own accounts |
Sheet two: monthly summary
| Column | Formula in words |
|---|---|
| Month | Calendar month |
| Money in | Sum of gross where direction is in and transfer is not yes |
| Money out | Sum of gross where direction is out and transfer is not yes |
| Fees | Sum of fee for the month |
| Tax | Sum of tax for the month |
| Net movement | Money in minus money out |
The four rules that keep it honest
- Exclude transfers from both totals, and keep the rows so the money is still traceable.
- Record gross and fee separately. Never let a fee vanish inside a net figure.
- Keep tax out of income, since collected tax was never yours.
- Never fill a gap. A missing month should look missing, not quiet.
Filling it automatically
Karchu produces exactly this shape from uploaded documents and exports it as CSV. See pay in and pay out analysis for the report itself, and the business document analyzer for the document types it is built from. For the reconciliation routine that sits alongside it, see the bank reconciliation guide.