Payouts and statements
ShareCrew does not move money. It works out what each creator is owed, builds the files you upload to PayPal or your bank, issues store credit, and records each payout on a numbered statement.
The schedule
Under Settings → Payouts:
- Payout day of the month: the 5th by default (1–28). You get a Payout run due email that morning.
- Payout minimum: 20 in your currency by default. Below it, a creator's balance rolls into the next run.
- Payable after (days): the maturity period, 30 by default.
- Create the monthly payout run automatically: off by default. Even on, paying the run is always your own click.
What is due
Payouts → Due nets each creator's approved, unpaid rows — sales, adjustments and bonuses, minus clawbacks — per currency, and says for each creator whether they can be paid and, if not, why:
- below the payout minimum, or a negative balance (it carries to the next run);
- no payout method, or a method you have since disabled;
- payout details missing;
- no tax profile, or one without a legal name and full address;
- an EU business without a VAT ID;
- no agreement to self-billing;
- a refund on one of the orders that could not be reconciled.
Creators fill in their payout method and tax profile in their portal. Changing a payout method needs their account password, and sends them a security email.
Running a payout
- Create payout run on the Due tab. The rows are locked to the run and each creator gets a statement number. Nothing is paid yet.
- Export the PayPal or bank CSV, and send the money from PayPal Payouts or your bank. Exporting again is safe: it pays nobody.
- Mark paid with the payment reference — the PayPal batch ID or the bank reference — one payout at a time or all at once. Each creator is then emailed their statement.
- For store credit, Issue credit creates each creator's coupon and marks their payout paid in one step.
If a payment bounces, Mark failed with a note. The statement is kept as cancelled, and the commissions go back to Due for the next run.
The files
| File | Columns |
|---|---|
| PayPal CSV | Email, Amount, Currency, Customer ID, Note — the customer ID is the statement number, so the PayPal batch reconciles line by line |
| Bank CSV | Holder, IBAN, BIC, Amount, Currency, Reference — the reference is the statement number |
| Run CSV | Every line of every statement in the run, for your bookkeeper |
The PayPal and bank files hold full email addresses and IBANs, so they need an administrator. The run file holds no payout details.
Store credit
Store credit is a WooCommerce coupon for the payout amount plus your Store-credit bonus (0% by default), restricted to the creator's account email. It is single-use and does not carry a remainder. It never expires unless you set Store credit expires after (days). It is issued in your store currency only.
Statements
Every payout has a statement numbered SCW-YYYY-NNNN,
sequential per site and never reused. It carries your legal name,
address and VAT ID, the creator's details from their tax profile,
every commission it covers, the payout reference, your
Self-billing text and the VAT note for the creator's tax
status. It is a print-ready web page — print it to PDF from the
browser — and creators open theirs from their portal.
The four VAT notes are defaults for you to check with your accountant, not legal advice. ShareCrew does not calculate, withhold or file tax.