Paying Your Team

Every person carries a running balance — earned minus paid — and paying against it never waits on a pay period. Hand out cash tonight, record checks at payday, settle one person mid-week: each payment is a payout on the ledger, and the period close just reconciles whatever’s left.

Payouts are recorded with a payment method that has payouts enabled — Settings → Sales & Payments → Payment Methods controls which. Payment methods cover the usual ways money changes hands — cash, check, Venmo, bank transfer — and the list is yours: add methods, retire them, rename them, and mark which ones can pay the team. A method can also be payout-only, there for paying people and never offered at the register: turning payroll on adds one — Bank Transfer, its own reporting category apart from Digital, renameable to “ACH” if that’s what you call it. Every payout is a record of money you moved; REV23 never initiates the transfer. Each person can carry a preferred method so the right one is offered first.

The two payout runs

• Cash payout — the end-of-night run. Pre-fills each person’s cash share of today’s earnings so the drawer can empty into hands daily; cash payouts count against the day’s drawer reconciliation, while check, card, and bank-transfer payouts never touch it. The split follows how each sale was actually paid (allocated proportionally on mixed payments), and the amount is a suggestion — a payment settles the oldest unpaid earnings first regardless of how those sales were tendered, and the delivery method is yours: a cash share can be handed over by Venmo just as well.
• Record payments — the payday run. Everything unpaid, any window, any method — for logging money already paid outside REV23. Batch mode pays the whole list with one method in one confirm; otherwise each row takes its own method and amount.

Both runs show how an amount will apply before you commit: outstanding deductions settle off the top, then earnings settle oldest-first. A payment can’t exceed what’s owed, and someone whose deductions outweigh their earnings can’t be paid at all — forgive the debt with a positive adjustment, or let their next earnings absorb it.

Payout types

• Regular — a payment against earnings. What both payout runs and the period close record.
• Advance — cash ahead of earnings. Recording one also posts a matching deduction, so the next earnings cycle recoups it automatically. Advances can’t be deleted — the obligation would be orphaned — so a forgiven advance is closed out with a positive adjustment instead.
• Correction — a negative payout that reverses a payment locked in a closed period: a bounced check, a mis-recorded amount. The two cancel on the running balance.

While a period is open, you can delete an incorrect payout and record it again; the earnings it covered return to unpaid. Its reference, memo, and date can be edited without deleting it, but changing the amount, method, or person requires a new payout. Deductions and adjustments also remain editable until the period closes. Closed periods use corrections instead of edits. Refunds and cancelled sessions create their own clawbacks and do not need a manual reversal.

Deductions

Charges against a person’s balance — booth rent, supplies, a loan repayment. Each is an amount, a date, and a memo, posted when it’s due; booth rent is a deduction you post each period. Deductions settle before earnings in every payment, so the studio collects before it pays out.

Adjustments

Signed, free-form corrections: positive credits the person (a holiday bonus, a reimbursement), negative debits them. Adjustments are the fix-forward tool for anything a closed period locked in — the amount that should have been, posted as a difference in the open period.

Deposits held by team members

When a booking deposit was handed to the artist directly — cash in their pocket, Venmo to their own account — the studio’s books track money it doesn’t hold. Nothing posts to payroll while the deposit just sits; each held deposit resolves on its own when its appointment settles, forfeits, or refunds:

• The appointment settles — the held amount counts as already paid to them, and their stub subtracts it from what the studio owes.
• The deposit forfeits — their share posts as a forfeited-deposit earning at their deposit forfeit rate (their full share by default, per-studio overridable; a self-held deposit is always theirs in full, netting to zero). Reversing a forfeit claws the share back in the same step.
• The deposit is released to its holder — when the customer’s business goes with a departing artist, the owner can release the deposit to its holder from Admin → Credits: off the studio’s books entirely, no payroll movement.

Each person sees the deposits they’re holding on My Pay, and their stub lists every custody line read-only. The full custody story — forfeits, refunds, releases — lives on Credits.

When someone leaves

Deactivating a team member doesn’t touch their balance. Whatever they’re owed — or owe — carries period to period until it’s settled; pay out the last balance (the payday run’s all-unpaid window catches people no longer on the schedule), and a fully settled person stops appearing on new periods. Their history stays: frozen stubs, payouts, and year-end totals survive departure, which is why a person with payroll history can be deactivated but never deleted.