Statements and reconciliation are how you tie Crafted Call's records back to reality: a clean monthly summary of money in and money out, a per-call breakdown when you want to know whether a specific call paid for itself, and a reconciliation check that compares your internal payment records against the Stripe payouts that actually hit your bank.
This article focuses on statements and reconciliation. For the wider analytics picture (call performance, sales trends, email, commissions), see the Analytics & Reports Overview.
Note: Statements and reconciliation live under Admin → Finance, and require an owner/admin role or the Finance scoped role. Some surfaces also depend on your plan.
Where to find everything
From the Finance section in the admin area:
Financial Reports (/admin/financial) — the finance hub and entry point.
Monthly Statements (/admin/financial/reports/monthly) — the month-by-month statement, with a custom date range option.
Revenue Reports by call (/admin/financial/reports/by-call) — the same statement scoped to a single call.
Fee Analysis (/admin/financial/reports/fees) — Stripe, platform, and other fees broken out.
Expense Reports (/admin/financial/reports/expenses) — your recorded organizational expenses.
Reconciliation (/admin/financial/reconciliation) — the Stripe-vs-internal comparison.
If you manage more than one organization, you'll pick the organization first.
The monthly statement
The monthly statement is your at-a-glance P&L for a period. Open Finance → Monthly Statements, then either pick a month from the Period dropdown or switch to Custom Range and choose any start and end dates for multi-month reporting. Use Refresh to regenerate after recording new payments or expenses.
A statement is organized into four running sections plus a reconciliation check.
1. Revenue
Gross money in, grouped into revenue categories such as:
Art Call Submission Fees
Exhibition Artwork Sales
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Event Ticket Sales
Membership Dues
Donations
Merchandise Sales
Rental Income
Raffle & Fundraising
Sponsorships
Other Revenue
Each category shows its amount and transaction count, and expands to the underlying sources (e.g. individual calls or exhibitions). The section totals to Gross Revenue.
2. Fees & Deductions
What came off the top, broken out by type:
Stripe — payment processing fees.
Platform — Crafted Call's platform fee.
Call activation — paid-call activation charges, if any.
Gallery commission and Artist payout lines, where applicable.
This section totals to Total Fees.
3. Refunds Issued
Money returned to buyers in the period, grouped by category with a count, totaling to Total Refunds.
4. Net to Organization
The bottom line: gross revenue, minus fees, minus refunds. This is what your organization actually kept for the period.
Stripe reconciliation block
If Stripe data is available for the period, the statement appends a reconciliation summary:
Stripe Payouts Received — what Stripe actually deposited.
Calculated Net — what the statement math says you should have received.
Difference — the gap between the two, with an indicator showing whether the period is reconciled.
Tip: A small, consistent difference is usually timing — a payout that settles a day or two after the sale, landing in the next period. A large or growing difference is worth investigating with the reconciliation tool below.
Reading a per-call statement
When you want to know how one call performed financially, use Finance → Revenue Reports (by call). Pick the call, optionally set a date range, and you'll get the same revenue / fees / refunds / net structure as the monthly statement — but scoped to that call, including any linked exhibitions. This answers questions like "did this call's submission fees and resulting sales cover its costs?"
Comparing periods
To see how months stack up, the platform can compare statements across multiple months with month-over-month deltas and percentage changes computed for you, rather than you eyeballing two separate statements. Use this for trend questions — "are submission fees up quarter over quarter?", "did sales dip after the holidays?" — and for board reporting.
Reconciling payments vs payouts vs fees
Reconciliation answers a single question: does what we recorded match what Stripe actually paid us? Open Finance → Reconciliation, choose a start and end date, and click Reconcile Stripe. You'll get three summary cards:
Internal total — the sum of your internal payment records for the window, with a payment count.
Stripe payouts — the total Stripe paid out in the window, with a payout count.
Difference — internal minus Stripe. Zero shows in green; any gap shows as a warning.
Below the summary, two tables help you chase down a non-zero difference:
Daily mismatches — days where the internal total doesn't match the Stripe payout for that day, with the per-day amounts and difference.
Missing Stripe intent — internal payments that have no Stripe payment-intent reference, which often explain a gap.
How the pieces fit together
Think of three layers that should agree:
Payments — what buyers paid you (sales, fees, tickets, dues). These are your revenue line items.
Fees — what Stripe and the platform took out before the money reached you.
Payouts — the net Stripe actually deposited in your bank.
Roughly: payments, minus fees and refunds, should equal payouts. The statement's Net to Organization is the calculated side of that equation; the reconciliation tool checks it against real Stripe deposits. When they diverge, work the daily mismatches and missing-intent lists first.
Note: Reconciliation covers Stripe-processed money. Payouts you pay artists by check, wire, or cash outside Crafted Call only show up correctly if your team records them consistently — see Tracking Artist Payouts.
Exporting for accounting
Statements are built to hand to an accountant or import into your books. From the monthly statement view you can:
Export CSV — a formatted statement (revenue, fees, refunds, net) for spreadsheets.
QuickBooks CSV — a journal-style CSV for QuickBooks import.
QuickBooks IIF — the IIF format for direct QuickBooks import.
Print — a clean, print-ready statement for filing or sharing.
When importing to accounting software, map Crafted Call's revenue categories and fee types to your own chart of accounts.
Best practices
Record outside payments and expenses promptly. Statements are only as accurate as what's entered. Log manual artist payouts and organizational expenses as they happen.
Reconcile monthly. Run reconciliation for each closed month so small timing gaps don't compound into a mystery at year-end.
Investigate the difference, not just the total. A matching grand total can still hide offsetting errors. The daily mismatch table is where real problems surface.
Keep exports. Save each month's CSV/PDF for your records and your accountant.
Separate calculated from confirmed. Treat Net to Organization as the expected figure and Stripe payouts as the confirmed figure; reconciliation is the bridge.
Troubleshooting
"The statement total doesn't match my bank account"
The statement's net is calculated from records; your bank shows actual Stripe payouts, which settle on a delay. Run reconciliation for the same window and review the daily mismatches and missing-intent lists.
"Reconciliation shows a difference I can't explain"
Start with Missing Stripe intent — internal payments lacking a Stripe reference frequently account for the gap. Then check Daily mismatches for payouts that crossed a period boundary.
"Numbers look low or incomplete"
Recently completed transactions can take time to fully process. Refresh, confirm your date range, and verify you're scoped to the right organization (and the right call, for a call statement).
"I don't see the Finance section or statements"
Confirm you have an owner/admin role or the Finance scoped role on the organization. Some financial features also depend on your plan.
