What this error means
When a WooCommerce or Stripe settlement shows the error "Payout amount does not match calculated total" with a Calc Total, Payout Amount and Difference value displayed, it means there is a data discrepancy between the individual transactions Link My Books has pulled from Stripe or WooCommerce and the actual payout amount that Stripe sent to your bank.
A typical example of the error message is:
Payout amount does not match calculated total. Calc Total: 156.74 | Payout Amount: 36.86 | Difference: -119.88
You may also notice that:
A scheduled payout appears to be showing twice on the same settlement.
The audit file download fails or returns an error for the affected settlement.
Both of these symptoms typically point to the same underlying data issue.
Why this happens
This error usually means one of the following:
Stripe has reported a scheduled payout twice in the data Link My Books receives, so the calculated total includes duplicate transactions that aren't actually in the real payout.
A transaction in Stripe has been amended, refunded or reversed after the payout was generated, leaving Link My Books's calculated total out of sync with the final payout amount.
A timing issue between WooCommerce and Stripe has caused the transaction list and the payout amount to disagree.
In all of these cases the fix needs to be applied at the data level by our Tech team. The audit file failure is a knock-on effect of the same underlying issue and will resolve once the settlement is corrected.
How to resolve it
Please send us a Stripe transactions export so the team can line up exactly where the variance sits and identify which entry is the duplicate.
Log in to your Stripe dashboard.
Go to Payments → All transactions.
Filter by the payout date linked to the error in Link My Books.
Click Export and choose CSV.
Reply to your support conversation with the CSV file attached, and quote the affected settlement ID.
If you don't use Stripe directly and instead use WooCommerce-side reporting, a WooCommerce orders export covering the same payout period works just as well.
Once the Tech team has corrected the data, the settlement will reprocess automatically and the audit file will become downloadable again. There is no action required from you in your accounting software in the meantime.
What not to do
Do not roll the settlement back while the error is showing. The settlement has not been sent to your accounting software yet, so a rollback won't fix anything and may delay investigation.
Do not manually post the difference in Xero or QuickBooks. The variance is in the source data, not in your books, so a manual journal will create a reconciliation problem later.
Do not disconnect WooCommerce or Stripe in an attempt to fix the error. This won't clear the underlying data issue and can cause further sync delays.
If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].