Your Wix store shows a sale of $100. Your bank shows a deposit of $187.42 from Wix Payments. Xero has a bank line that matches nothing. This is normal: a payout bundles many orders, and subtracts refunds and fees. Here is how the payout is built, how to reconcile it in Xero with a clearing account, and what an order sync app can and can't do about it.
What a Wix Payments payout contains
Wix's Receiving your payouts article defines a payout as one total: credits minus debits. Credits include customer payments. Debits include refunds, chargebacks, the fees for refund and chargeback reversals and chargebacks, and any amount held in reserve. The article doesn't describe the standard processing fee, which is shown elsewhere (see the settlement report below).
You choose one payout schedule for all payment methods: daily, weekly (Mondays by default) or monthly (the 1st by default). A payment goes through Processing payment (usually 2 to 5 business days), Scheduled, then Sent, and the money typically reaches your bank 3 to 5 business days after that. Payouts follow your site's time zone.
Two reports matter for bookkeeping:
- Payouts: Viewing your payouts lets you click a payout to see the payments in it.
- Settlement report: Viewing your settlement report shows each transaction with its status, its payout and the service fee charged, filterable by type and date, and you can download it as CSV with Download Detailed Table.
The clearing account method
The tidy way to reconcile a bundled payout is a clearing account, a balance-sheet account that holds money that has been paid but hasn't reached the bank. Xero Central's reconcile payments received from online sales article describes the same idea: apply each customer payment to its invoice with the clearing account selected in Paid To, then reconcile the bulk bank deposit against that clearing account. Ask your accountant about the exact setup for your organisation.
- In Xero, add an account such as "Wix Payments clearing" (type: current asset, or the bank type your accountant prefers).
- Record each store payment against that account. Invoice by invoice, the clearing balance goes up by the gross amount.
- When the payout lands, open the bank line in Bank reconciliation and create a transfer or spend/receive entry: net deposit from the bank, fees to a "Payment processing fees" expense account, and refunds already booked as credit notes.
- After the entries, the clearing account should come back to zero for that payout. If it doesn't, something is missing: a refund, a fee or an order.
To split a payout, use the settlement report CSV: its totals for gross payments, refunds and fees should add up to the bank deposit. Keep the CSV with your working papers.
Common mismatches
- The payout is lower than the sum of orders. Fees and refunds. Check the settlement report for the fee total.
- Orders from two days in one payout. Normal with weekly or monthly schedules, and the daily cut-off. Match by payout, not by day.
- A cancelled order that was paid. Refund or void it in Xero too, or the clearing account stays above zero.
- Another currency. Wix's multi-currency payment details group fees under a single "Fees" line and don't itemise their components, so expect to book fees as one amount.
- Orders on a different payment method (PayPal, offline). Use a separate clearing or bank account for each.
Where an app helps, and where it doesn't
Full disclosure: I built Accounting Sync for Stores. It sends each paid Wix Stores order to Xero as an invoice with the payment applied to an account you choose in its settings, which can be your clearing account. Refunds become credit notes with the refund payment, and the Sync log lists every order with a link to its Xero invoice. That removes the step-one data entry in the method above.
What it does not do: it doesn't sync payouts, payment processor fees or settlement reports, because Wix doesn't share that data with apps. Payments are recorded for the full order amount, and you still reconcile the fees and the bank deposit yourself, with the settlement report. The same limit applies to the other order sync methods described in How to connect Wix Stores to Xero (2026).
Plans start at $6 a month (Starter, up to 100 orders a month), with a 14-day trial. It's on the Wix App Market.
Monthly routine
- Download the settlement report for the month.
- In Xero, compare the clearing account balance with payments still in Processing or Scheduled.
- Book the fees from the report to the fees account.
- Reconcile each bank deposit against the clearing account.
- Chase any difference before closing the month.
FAQ
Can Xero import Wix Payments payouts directly?
Wix's help pages describe the payouts page and a CSV settlement report, not a direct Xero feed. Reconcile the deposit from your bank feed with the settlement report next to it.
Where do I find the fee for each order?
In the Wix Payments settlement report, per transaction.
Do I need a clearing account?
No, but it makes bundled payouts much easier to match than posting each payment straight to the bank.
Why does my payout arrive days after the sale?
Payments pass a pending period, wait for the next scheduled payout, then take up to 3 to 5 business days to reach your bank.
Wix and Xero pages last checked: 6 November 2026. App details: 6 November 2026.
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