How do I reconcile challenge sales with payouts each month?

A monthly routine:

1. Sales: processor reports versus accounts created in the month.
2. Refunds and chargebacks: matched to accounts and archived.
3. Payouts: approved requests versus payments made.
4. Fees: processing, payout and platform costs.
5. Bank: confirm cash movements.
6. Metrics: payout ratio, refund rate, chargeback rate.

The link between sales and accounts is the weak point in many firms. Assigning each new account to a trader record keeps it clear. On PropExecutor every account is assigned to a trader record with a name and email and has an 8-digit account number, which makes a clean key to match against order IDs in your checkout.

A simple spreadsheet works

At small volume, one sheet with a row per sale (order ID, date, amount, account number, trader email) and one per payout (account number, date, amount, method) is enough to reconcile. Move to accounting software once volume makes the sheet hard to manage.