Financial Statements & Reconciliation

Statements and reconciliation are how you tie Crafted Call's records back to reality: a clean summary of money in and money out for a period, a per-call breakdown when you want to know whether one call paid for itself, and a reconciliation check that compares your payment records against the Stripe deposits that actually reached your bank.

For the wider reporting picture, see the Analytics and Reports Overview.

Who can do this: Owners and Admins, and team members with Finance access. Some surfaces also depend on your plan.

Where everything lives

Under Admin → Finance → Financial Reports:

Monthly Statements: the statement for a month or a custom range.
Revenue Reports by call, the same statement scoped to one call.
Fee Analysis: Stripe, platform and conversion fees broken out.
Expense Reports: your recorded organizational expenses.

Reconciliation sits beside them at Admin → Finance → Reconciliation.

If you manage more than one organization, choose the organization first.

The statement

Open Monthly Statements and choose the Monthly tab to pick a month, or Custom Range to set any start and end date for multi-month reporting. Refresh regenerates the statement after you record new payments or expenses.

A statement runs in four sections.

Revenue

Gross money in, grouped by category: Art Call Submission Fees, Exhibition Artwork Sales, Event Ticket Sales, Membership Dues, Donations, Merchandise Sales, Rental Income, Raffle & Fundraising, Sponsorships and Other Revenue.

Each category shows its amount and its transaction count, and expands to the individual calls or exhibitions behind it. The section totals to GROSS.

Fees & deductions

What came off the top: Stripe fees and Crafted Call fees (on entry fees and on artwork sales, matching each order's page), Call Activation Fees, and where they apply Gallery Commission Earned, Artist Payouts Paid (shares you have already paid, by Stripe, check or any other way) and Artist Payouts Due (shares still owed). The section totals to TOTAL FEES.

Refunds issued

Money returned to buyers during the period, grouped by category with a count, totalling to TOTAL REFUNDS.

Net to gallery

Gross, less fees, less refunds. This is what your gallery kept.

The reconciliation block

When Stripe data is available for the period, the statement ends with three lines: Stripe Payouts Received, Calculated Net and Difference.

A small, steady difference is almost always timing, a payout settling a day or two after the sale and landing in the next period. A large or growing difference is worth working through with the reconciliation tool below.

Statements and more than one currency

If your organization takes payment in more than one currency, the fee and net totals are reported per currency rather than added together. A United States dollar platform charge is not part of an Australian dollar fee total, and a single combined number would not mean anything. Lines that are not in your organization's own currency are labelled with theirs.

What a per-call statement includes

Revenue Reports by call gives the same revenue, fees, refunds and net structure scoped to one call, including any exhibitions linked to it. It answers whether the call's submission fees and resulting sales covered its costs.

Two kinds of income never appear on a per-call statement, because they are not attached to a call:

Sales made through your website shop, which belong to the buyer rather than to a call.
Sales recorded in person.

Both appear in full on a period statement. If a call statement looks lower than you expect, check whether the missing money came in through one of those.

Reconciling records against deposits

Reconciliation answers one question: does what we recorded match what Stripe actually paid us? Open Reconciliation, set a start and end date, and choose Reconcile Stripe. You get four figures:

Internal total: your payments and online artwork sales for the window, after their fees and refunds, with a count of each.
Stripe payouts: what Stripe deposited in your bank in the window, with a count.
Awaiting payout: payouts Stripe has started but your bank has not received, plus, when the window runs to today, what Stripe is still holding for you. This is timing, not a problem.
Difference: internal minus paid and awaiting payouts.

Two tables help you chase a gap:

Daily mismatches: days up to your latest payout where the internal total and the Stripe payout disagree, with both amounts and the difference. Days after it are awaiting payout.
Missing Stripe intent: payment records with no Stripe reference, which frequently explain the gap on their own.

Start with the missing-reference list, then work the daily mismatches for payouts that crossed a period boundary.

Scope: reconciliation compares money that reaches Stripe: submission fees, platform charges and online artwork sales. Sales recorded in person are not part of this comparison, though they do appear on your period statement. Payments you made to artists by check, transfer or cash only reconcile if your team records them; see Tracking Artist Payouts.

To go the other way, from a bank deposit down to the individual charges and refunds that made it up, use Payout Reports. It is the tool that answers "what was this deposit?" rather than "do our totals agree?"

Exporting for accounting

From a statement: Export CSV for a spreadsheet, QuickBooks CSV or QuickBooks IIF for QuickBooks import, and Print for a filed or shared copy.

The QuickBooks files date each line by its own transaction. Artists' shares post to 2100 - Artist Payouts Payable, and a payout posts only once it happens, on its own date: a Stripe payout moves money from Stripe Clearing to Checking, and an artist paid by check, cash or another manual method is paid from Checking.

Statement and transaction exports carry a Currency column, so a spreadsheet can group by currency instead of totalling across them. Negative amounts, including refunds, export as plain numbers that a spreadsheet will sum rather than as text.

Working habits that pay off

Record outside money promptly. Statements are only as accurate as what was entered. Log manual artist payments and organizational expenses as they happen.
Reconcile each closed month. Small timing gaps compound into a year-end mystery if you leave them.
Investigate the difference, not just the total. A matching grand total can still hide two errors cancelling each other out. The daily mismatch table is where real problems surface.
Keep your exports. Save each month's file for your records and your accountant.
Know which number is which. Net to gallery is the calculated figure; Stripe payouts are the confirmed one. Reconciliation is the bridge.

Troubleshooting

The statement total does not match my bank account. The statement is calculated from records; your bank shows Stripe deposits, which settle on a delay. Run reconciliation for the same window.

A difference I cannot explain. Work the missing-reference list first, then the daily mismatches.

Numbers look incomplete. Refresh, confirm the date range, and check you are in the right organization and, for a call statement, the right call.

I cannot see the Finance section. Confirm you have an Owner or Admin role or Finance access. Some financial features also depend on your plan; see Plans and Pricing.