# Sales, fees and refunds as rows. Suppliers paid on your rules URL: https://www.orla.finance/en/for/e-commerce Markdown twin of that page. Append `.md` to any Orla page URL to get one. Saltmarsh Goods sells candles and homeware on Shopify, Etsy and its own Stripe checkout. #### Four platforms beside the bank Shopify paid out on Tuesday, Stripe on Friday, and neither figure is the week's sales. Where did the fees and the refunds go? - Stripe, Shopify, PayPal and Etsy connect with a key you make on the platform; the sales come in daily, with the fees and the refunds kept apart. - Sales, fees and refunds land as separate rows, so the gross, the fees and what was returned are three figures, not one figure that hides two. - A payout is a transfer between your own accounts, never income; nothing counts twice. - A bank statement can be compared with an account without importing it: what is in the statement and not in the book, what is in the book and not in the statement, and how far the totals differ. Nothing is written or stored, and three charges of twelve need three rows in the book, which is exactly how a double charge shows up. - Connection health on one page; a daily rule names a platform that quietly stopped syncing, and a press re-syncs the platform that broke. #### Supplier bills, checked for a duplicate before they are paid The ceramics supplier's invoice came by mail and again as a PDF under a new number, and the fulfilment bill is overdue. What is owed, when, and was any of it paid already? - Before a supplier's bill is paid, the book looks for the one it already has: the same number written another way (INV-007 and inv 7), the same amount from that supplier within ninety days under a new number, a near number with a rounded amount, and money that already left to that payee for that amount with no bill at all, on any rail. - Each match says what matched and whether the older bill was paid. The verdict is a person's, in two presses: this is a duplicate, or this is a different bill. Both papers stay as evidence, and the same monthly bill from the same supplier is not called a duplicate. - Everything that arrives lands in the inbox: quarantined mail, receipts, and the expenses still without paper. A bill from a letter becomes a draft with the file attached; a receipt finds its own payment. - What you owe, what is late, and what waits for your decision: four figures on one page. - A recurring supplier goes to the calendar, so the next bill is expected before it arrives. #### One batch, paid from your own bank Stock for October, the wax order and the packaging, all due this week. One run, two signatures, and then what: who presses last, and can Orla ever send it alone? - A queue for signature with an approval threshold and the number of signatures it takes; whoever prepared a payment cannot also sign it, and the rule checks the batch total, so it cannot be dodged by slicing. - Revolut Business: Orla asks only for the right to read and to prepare, never to pay. A prepared payment waits inside Revolut until a person on your team approves it there. - Airwallex: approved payments land as lines of a draft batch, one batch per currency, and a person submits and approves it in Airwallex. Airwallex has no permission that separates preparing from sending, so the guarantee is that Orla never calls submit, plus the approval workflow you are asked to keep switched on there. - Mercury: each payment becomes a request in Mercury's approval queue. The token carries no Send Money right, so nothing Orla holds can pay on its own; an admin in Mercury approves or rejects. - Slash has no drafts, so a transfer made there is a real one. The approved payment waits until a person with the right to release payments presses Send via Slash in Orla, and your own approval rules in Slash stand behind that press. - On every bank: a ceiling per payment is set when you connect, and a payment above it is not even prepared; a payee missing from the bank's address book is added there only after you confirm what will be written; the expense is booked only when the bank says paid. Mercury, Airwallex and Slash are being rolled out. - Ask what is due this week and whether it all fits: each payment reads fits or move, with the day money is expected on that account. The card only moves a payment later, never earlier, and never a supplier's due date. - Batch payouts, on the plans that carry them: up to 200 per batch, CSV preview, duplicate warning, autosave, and a template for the next one. #### Ad spend against a budget Meta and Google Ads bill every few days. How far into the month's budget are we, and who gets told before it is gone? - Monthly limits per category, what is left of each, what slipped past. - A budget watch tells the team before the limit, not after. - Unspent budget rolls into next month; the spend breaks down per team member. - Rules that watch the books and tell a person: a budget nearly spent, an invoice due, a connection that stopped syncing. - A low balance rule can look ahead: it reads the cash forecast for the account and warns on the day the line will cross the threshold, "USD Main runs below 5 000 on the 23rd", a week before rather than the morning after. It is a notice and moves nothing. #### Ad and shipping cards, topped up in USDT Meta bills the ads every few days, the warehouse orders boxes. Can each card carry a ceiling, funded from the USDT in the treasury? - Virtual cards on a prepaid balance you top up in USDT or USDC. - A card per person with a ceiling, freeze and block; the issuer's history is checked against what you allocated, so a stray charge shows up the same day. - Refunds are answered in the books on their own. #### Payouts against orders, in one table Was September better than August once fees and refunds are counted, and which channel made the margin? - A report is described in words and saved as a question, and it runs again each time it is opened. - Built in: P&L as a tree, a cash forecast in two lines, the month in figures, and what moving money costs you. - Every figure opens into the rows behind it. - A Rates card on the home board holds up to four pairs you pick: the rate Orla values your money by, refreshed about hourly, not a trading quote. - Published by link as a frozen snapshot that expires; the team's thread stays inside. #### The month to the accountant Four platforms, a bank, a card and two hundred rows a week. What does the accountant get on the fifth, and what do they still have to ask? - A closing checklist with a door into each list: rows without a category, rows without an account code, rows without paper, payments without a quorum, and every invoice still unpaid at the close. - A zip archive, a journal CSV, and each account's feed for QuickBooks Online and Xero. - Review, Close, Reopen with a reason; what changed after the export is visible. - Rows without paper are asked of whoever paid: the teammate answers with the file, No receipt or Not mine, or presses Attach a receipt in Telegram or Slack, and the row closes itself the moment a file arrives by any door. - Sales tax on your invoices as a line, and the return period by period from the invoices and the expense rows, never from a rate somebody guessed. - Ask what VAT the quarter will come to and the answer is two figures: what has accrued, and where the period's pace leads by its last day. It names the day the period closes, not a filing deadline, and it files nothing. #### Four people, each with a login of their own - Founder: Signs the supplier batch, reads margin by channel, and hears a week ahead when the main account will dip below the line. - Office manager: Forwards the supplier bills, says which of two look-alike bills is the duplicate, and keeps the address book. - Finance lead: Prepares the batch, releases it inside the bank, watches the four payouts land, and closes the month. - Accountant: Takes the month in files, and reads the closed period without changing it. #### Ask it before you pay a bill twice Suppliers, platforms and returns leave the same bill in two inboxes; the composer checks it against everything already paid on any rail. - Duplicates before they are paid: A bill checked by number, amount and payee against everything accepted and paid on any rail. The verdict is yours, and both papers stay. - Subscriptions that got dearer: The last charge against the typical one before it, in the supplier's own currency, so a month with an extra seat does not read as a rise. A press writes the new price into the plan. - What is burning, one list: Overdue invoices, loans and milestones, connections down, payments waiting for a signature for more than a day. #### Platform sales in, suppliers paid out Sales come in daily by a key you make, suppliers are paid from your own bank, the month goes to QuickBooks or Xero. #### Platform keys that read, never pay - Roles: Owner, admin, member, viewer, accountant. A contractor is a contact, not a seat. - Signing rules: A threshold, the number of signatures, address book only, a monthly allowance per person. - Read-only keys: A platform key reads sales and payouts and nothing else; a key with payment rights is refused. - Your own bank: Payments leave your own account. Revolut Business, Airwallex and Mercury end with a person inside the bank; Slash sends only on a person's press in Orla, after the quorum. #### Questions ##### Do the platform payouts count as income? No. The daily sales are the income, with the fees and the refunds as their own rows. The payout that reaches the bank is a transfer between your own accounts, so the month is never counted twice, however many platforms pay out. ##### Can Orla send money from our bank on its own? No, and the reason differs by bank. With Revolut Business the consent carries no right to pay. With Mercury the token has no Send Money right, so a payment is only a request in Mercury's queue. With Airwallex Orla fills a draft batch and never submits it. Slash has no drafts, so there a transfer is made only when a person presses Send via Slash after the quorum. ##### What happens when a supplier bills the same thing twice? Before the bill is paid the book shows the one it resembles and says what matched: the number, the amount within ninety days, or money that already left to that payee. A person presses duplicate or different bill. Nothing is decided for you, and both papers stay. ##### Can a supplier be paid without a connected bank? Yes. The bank account can be manual, fed by statements. A payment is prepared in Orla, signed under the rule, and confirmed by hand when the transfer shows up in the bank. ##### What does the accountant receive? A zip archive, a journal CSV and each account's feed for QuickBooks Online and Xero, closed month by month. A read-only accountant seat is there for those who prefer to look at the rows themselves, without a login to the bank.