Processor statements
Your point-of-sale dashboard and your bank statement never show the same number. Here is why, how a reviewer reconciles them, and what to send so the gap explains itself.
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Updated October 13, 2026 · Merchant Fund Express
A card processor pays you your sales minus fees, minus refunds and chargebacks, sometimes minus a reserve, and on its own payout schedule. A funder reads the deposits in your bank account, so the revenue it counts will be lower than the gross sales your processor reports. That is expected. What slows a file down is a gap nobody can explain, so the job is to make the reconciliation easy to follow.
Every processor keeps a fee per transaction or per month before it pays you. The deposit is net of that fee.
A refund or a disputed charge comes out of a later payout, so one week can land lower than its sales.
Some accounts have a rolling reserve, a share of sales held for a period and released later.
Daily, next-day or weekly payouts mean sales from the last days of a month can land in the next month.
A synthetic month for a counter-service restaurant that runs most of its sales through one card processor:
| Line | Amount |
|---|---|
| Gross card sales reported by the processor | $52,000 |
| Less processing fees | −$1,560 |
| Less refunds and one chargeback | −$720 |
| Less rolling reserve held this month | −$1,300 |
| Plus reserve released from an earlier month | +$1,100 |
| Less sales from the last two days paid out next month | −$2,900 |
| Plus prior month sales paid out this month | +$2,650 |
| Net card deposits on the bank statement | $49,270 |
The owner sees $52,000 on the dashboard. The bank shows about $49,000 in card deposits. With this table, the reviewer can see every dollar of the difference in a minute instead of sending questions back.
All figures in worked examples are illustrations of the arithmetic, not offers or quotes. Real terms depend on your file and the funder.
Processors differ in the details, but they fall into a few patterns. All-in-one point-of-sale systems used by restaurants and retailers often pay out next day and show fees per transaction. Online payment platforms often pay on a rolling schedule and may hold a reserve for newer or higher-risk accounts. Restaurant-focused systems can split tips and service charges out of the payout. Traditional merchant accounts tied to a terminal often deduct fees monthly instead of per payout, so one deposit a month looks noticeably smaller.
You do not need to explain the system to a reviewer. You need the statement that shows how it paid you.
If you recently switched processors, read changing card processors, because a funder that collects through card sales needs to know.
For a business paid mostly by card, the processor statement is the second most useful document after the bank statement. It matters more when an advance is repaid as a share of card sales, when payouts are weekly so month boundaries are lumpy, or when a reserve makes deposits look smaller than sales. For businesses paid mostly by ACH or check, bank statements alone usually tell the story; see funding with card processor deposits for the card-heavy case.
Count only customer money, as explained in which deposits count as revenue, use the bank figure on your application, and send the processor statements alongside. Then apply or run the qualification check first.
Not always. Bank statements come first. Processor statements help when most of your sales are by card or when deposits look smaller than sales.
The customer money that lands in your bank. It will be lower than gross card sales, and that is normal.
Say so and send the statement that shows it. A reviewer can then see the held amount and when it releases.
Not by itself, but it needs to be disclosed, with statements from both processors and the date you switched.
Same-day decision. Applying takes a few minutes and will not affect your credit score.
