Payouts
Track and manage business expenses, vendor payments, and bills
The Payout add-on lets you track business expenses — vendor payments, bills, utilities, payroll, and more. Record payouts, categorize them, extract invoice data with AI-powered OCR, and sync to QuickBooks automatically.
Key Features
| Feature | What it does |
|---|---|
| Payout Tracking | Record expenses with amount, vendor, category, payment method, and register |
| Vendor Management | Create and manage vendors with payment terms and default categories |
| Invoice OCR | Upload an invoice image and AI extracts vendor, amounts, line items, and dates |
| Categories | 10 built-in categories plus custom ones, each mapped to a QuickBooks account |
| QuickBooks Sync | Completed payouts auto-post as Purchase expenses in QuickBooks |
| Weekly Reports | Accountability reports with Excel export and Google Drive upload |
Payout Statuses
| Status | Meaning | Balance impact |
|---|---|---|
| Pending | Payout created but not finalized | No impact |
| Completed | Payout confirmed — register balance decremented | Balance reduced |
| Cancelled | Payout cancelled — balance restored if previously completed | Balance restored |
| Voided | Payout voided — balance restored, QB transaction voided | Balance restored |
Vendors
Vendors represent the people or businesses you pay. Each vendor has:
| Field | Description |
|---|---|
| Name | Vendor name |
| Type | Supplier, Contractor, Utility, Landlord, or Other |
| Payment Terms | Due on receipt, Net 15, Net 30, Net 60, or Net 90 |
| Default Category | Auto-assigned when creating payouts for this vendor |
| Default Payment Method | Pre-selected payment method |
| QuickBooks Link | Synced as a Vendor in QuickBooks |
Manage vendors from Payouts → Vendors.
Categories
Categories classify your expenses and map to QuickBooks accounts for accurate bookkeeping.
Built-in categories:
| Category | QuickBooks Account Type |
|---|---|
| Supplies | Supplies |
| Rent | Rent or Lease |
| Utilities | Utilities |
| Payroll | Payroll Expenses |
| Inventory | Cost of Goods Sold |
| Equipment | Equipment Rental |
| Travel | Travel |
| Insurance | Insurance |
| Professional Services | Professional Fees |
| Other | Other Expenses |
You can create custom categories from Payouts → Categories with your own name, icon, color, and QuickBooks account mapping.
Invoice OCR
When creating a payout, upload an invoice or receipt image. The AI-powered OCR (Google Gemini) extracts:
- Vendor name (with fuzzy matching against your vendor list)
- Invoice number and dates
- Subtotal, tax, and total amount
- Individual line items (description, quantity, unit price, total)
- Payment method and reference numbers
Each field gets a confidence score (high / medium / low) so you know which values to double-check. The extracted data pre-fills the payout form — you just review and confirm.
Register Balance
Payouts integrate with your registers:
- Completed payouts deduct from the register balance atomically
- Voiding or cancelling a completed payout restores the balance
- This keeps your register balances accurate — incoming payments add, outgoing payouts subtract
QuickBooks Sync
Completed payouts sync to QuickBooks automatically as Purchase transactions:
| Payout Payment Method | QuickBooks Payment Type |
|---|---|
| Check | Check |
| Credit Card | CreditCard |
| All others | Cash |
The sync is non-blocking — if QuickBooks is unavailable, the payout is still created locally, but it will not retry automatically. You'll need to retry the sync manually. Voided payouts also void the corresponding QB transaction.
Weekly Reports
Payout reports group expenses by week (Monday–Sunday) for accountability:
- Period tracking — each report covers one week, no overlapping periods
- Excel export — download formatted spreadsheets with OCR data and signed invoice URLs
- Google Drive upload — automatically upload reports to your connected Drive folder
- Unreported payouts — the system tracks which payouts haven't been included in a report yet