Recording Payouts

Payouts are the revenue your trading business generates. When you withdraw profits from a funded account, recording the payout captures that income in your financial records.

What Counts as a Payout

A payout is a profit withdrawal from a funded account—money the prop firm sends you based on your trading performance.

Includes:

  • Regular profit splits (e.g., your 80% of profits)

  • Bonus payouts

  • Performance rewards

Does not include:

  • Refunds (those are recorded separately)

  • Challenge fee returns (also separate)

  • Prop firm promotional credits

The Payout Lifecycle

Payouts typically move through stages:

  1. Requested — You submitted a payout request to the prop firm

  2. Approved — The firm approved your request

  3. Declined — The firm rejected your request (rare)

Only approved payouts count as revenue. Requested payouts are pending and don't affect your Dashboard until approved.

How to Record a Payout

  1. Open the funded account by clicking on it in the table

  2. Go to the Payouts tab in the detail drawer

  3. Click Add Payout

  4. Fill in the details:

    • Amount — How much you're receiving

    • Currency — The payout currency

    • Date — When you requested or received it

    • Status — Requested, Approved, or Declined

  5. Click Save

Payout Status Options

Requested

You've submitted the payout request but haven't received approval yet.

Use when:

  • You just submitted the request

  • The firm is processing

  • You're waiting for confirmation

Effect: Does not count as revenue yet.

Approved

The prop firm approved the payout. Money is on its way (or has arrived).

Use when:

  • The firm confirmed approval

  • The payout is processing

  • Money has arrived in your account

Effect: Counts as revenue. Appears in Dashboard as "Money In."

Declined

The firm rejected your payout request.

Use when:

  • Request was denied

  • There was an issue preventing payout

  • You need to wait or resubmit

Effect: Does not count as revenue.

Updating Payout Status

When a requested payout gets approved:

  1. Open the account detail drawer

  2. Go to the Payouts tab

  3. Find the payout in the list

  4. Click to edit

  5. Change status from "Requested" to "Approved"

  6. Save

The payout will now count toward your revenue.

What Information to Record

Required:

  • Amount — The payout value

  • Status — Current state of the payout

Recommended:

  • Date — When it was requested or approved

  • Notes — Reference number, any special details

Optional:

  • Receipt upload — If you want to store documentation

Viewing Payout History

The Payouts tab in the account drawer shows:

  • All payouts for this account (requested, approved, declined)

  • Dates and amounts

  • Total payouts (lifetime and filtered by date range)

  • Average payout size

You can filter by date range to see payouts from specific periods.

Payout Summary Cards

At the top of the Payouts tab, summary cards show:

  • Total Payouts (Lifetime) — All-time approved payouts from this account

  • Total Payouts (Period) — Approved payouts in the selected date range

  • First Payout Date — When this account first generated revenue

  • Last Payout Date — Most recent payout

  • Average Payout — Mean of approved payouts

These help you quickly understand the account's revenue performance.

How Payouts Affect Your Dashboard

When a payout is marked as Approved:

  1. A ledger entry of type "Payout" is created

  2. This appears in your Dashboard under "Money In"

  3. The monthly P&L calendar reflects the payout month

  4. The Funded Accounts summary card updates

Your business health improves with more approved payouts.

Recording Past Payouts

If you're adding historical data:

  1. Add payouts with their actual dates

  2. Set status to Approved (assuming they were approved)

  3. The platform will correctly place them in historical periods

This gives you accurate historical revenue tracking.

Common Questions

Should I record payouts before they arrive? Record when you request (status: Requested), then update to Approved when confirmed. This tracks the full lifecycle.

What if I don't remember exact payout dates? Use your best estimate based on bank statements or prop firm records. Approximate dates are better than no data.

Should I record declined payouts? Yes, for completeness. It helps you understand your full payout history, including unsuccessful requests.

What currency should I use? Use the currency you actually received. If the firm paid you in USD, record USD.

Best Practices

Record payouts promptly

Don't let payouts pile up. Record them as they happen for accurate real-time tracking.

Update status when it changes

Move from Requested to Approved as soon as you have confirmation.

Include reference numbers

Adding the prop firm's payout reference in notes helps with reconciliation.

Review monthly

At month end, verify that all payouts are recorded and statuses are current.

Next: Managing Refunds on Funded Accounts →