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Apply cent rounding per transaction. Add the resulting balances, then reconcile against actual records rather than applying a single percentage to a monthly total.
Record each side of the sale.
Keep a transaction reference, date and currency alongside the amounts. Do not treat a completed checkout simulation as a confirmed sale. Use actual payment records when reconciling real activity.
| Listed price | Fan fee | Fan pays | Agency fee | Agency balance |
|---|---|---|---|---|
| $5.00 | $0.48 | $5.48 | $0.38 | $4.62 |
| $10.00 | $0.95 | $10.95 | $0.75 | $9.25 |
| $25.00 | $2.38 | $27.38 | $1.88 | $23.12 |
Use actual records for adjustments.
Record refunds, disputes, taxes and payout costs only when their treatment is established by the actual terms and transaction records. Do not assume every service returns fees after a refund, or that a displayed balance already includes every future adjustment.
If a value is not yet known, mark it as unconfirmed. A hypothetical adjustment in a planning worksheet should remain labeled as hypothetical, rather than being presented as FanPay policy.
Match allocations and transfers separately.
Add the per-sale agency balances for the period. Then record your own agency-creator allocation against its agreed base and rounding rule. Finally, reconcile actual withdrawals or transfers as separate events supported by the relevant records.
At 120 sales of a $5 picture, the post-platform agency balance illustration is $554.40. That figure is before creator splits and other excluded costs; it does not establish what is available to withdraw today.
Close the period with an explanation.
- Match every sale to its original record.
- Check fees and rounding per transaction.
- Identify all actual adjustments.
- Keep allocations separate from completed transfers.
- Document unresolved differences and the next action.
Reconcile the agency balance.
Per-sale fee examples with separate fields for actual adjustments, allocations and transfers.
Download the worksheet