Finance: Payouts, Settlements & Invoicing
How a customer's payment travels from checkout to your bank account, what's deducted along the way, and how automatic invoicing works.
Every rupee a customer spends on your store follows a clear, auditable path from their phone to your bank account. This page walks through that journey, what's deducted along the way, and the three Finance screens that let you watch it move.
How a customer pays
At checkout, customers pay through Razorpay — one of India's largest payment processors, certified to PCI-DSS Level 1. You never see, touch, or store a customer's raw card number or banking credentials; that information goes directly to Razorpay's secure environment.
Customers can pay using:
| Payment method | What it is |
|---|---|
| Credit & debit cards | Visa, Mastercard, RuPay, and American Express — consumer or business. |
| UPI | Customer scans a QR code or enters their UPI ID for an instant bank-to-bank transfer. |
| Net banking | Direct login to 50+ Indian banks' internet-banking portals from within checkout. |
| Wallets | Paytm, PhonePe, Amazon Pay, and other popular prepaid wallets. |
The checkout itself is Razorpay's hosted payment interface — it handles security, bank redirects, and confirmation automatically, then returns the customer to your order-confirmation page.
One-time setup: connecting Razorpay
Before any money can flow, you complete a short one-time connection. Go to Plugins → Razorpay.
You'll need three pieces of information from your own Razorpay account:
- Key ID — a public identifier that tells BillionBiz which Razorpay account to route payments through.
- Key Secret — a private credential confirming you control that account (stored encrypted; never shown again in full after saving).
- Verification secret — confirms that payment-confirmation messages truly came from Razorpay and haven't been tampered with.
Use the Test Connection button to send a live ping and confirm your credentials before any real transaction takes place. You can use test-mode keys while building your store, then switch to live keys when ready.
If you'd rather not manage your own Razorpay account, you can use the platform-managed (pooled) option, where BillionBiz's own Razorpay account processes payments on your behalf. The checkout experience for the customer is identical either way.
KYC — why it matters before money can reach you
Razorpay is regulated by the Reserve Bank of India and requires KYC (Know Your Customer) — verifying your business PAN, bank details, and a government ID — before releasing settlement funds. KYC happens once, entirely inside Razorpay's own portal. Until it's approved, payments can still be collected, but Razorpay holds the funds until verification completes. The Payouts screen shows your current KYC status at all times.
The money flow: checkout to bank account
Customer pays at checkout
The customer completes payment; their bank or card issuer authorises the transaction, typically within seconds.
Payment is captured
Razorpay confirms the payment is authorised and captured — reserved and no longer reversible by the customer's bank. The order is marked paid and moves to your processing queue immediately.
Razorpay holds the funds
The captured payment sits in Razorpay's ledger, not yet in your bank account. This is normal — it's part of Razorpay's settlement cycle and fraud-monitoring process.
Marketplace stores: the payment splits automatically
If you run a marketplace with multiple independent vendors, BillionBiz calculates each vendor's share of the order the moment payment is confirmed. That share, minus your platform commission, is recorded as a transfer earmarked for the vendor's linked bank account. For single-seller stores this step doesn't apply — the full payment (minus Razorpay's processing fee) belongs to you.
Razorpay batches funds into settlements
On a regular cycle, Razorpay groups all payments captured since the last cycle into a single settlement batch, with a date, a total amount, and a UTR (Unique Transaction Reference) — think one consolidated transfer instead of many small ones.
The money arrives in your bank account
Razorpay transfers (NEFT or IMPS) the settlement amount to your registered bank account — and, in a marketplace, separate transfers to each vendor's linked account. Razorpay's standard settlement cycle is T+2 business days: money captured Monday typically reaches the bank by Wednesday, though this can vary by account tier and any fraud-review holds.
What's deducted along the way
| Deduction | When it applies |
|---|---|
| Razorpay's processing fee | Every transaction — typically around 2% for cards, lower for UPI. Deducted before Razorpay calculates the settlement amount. |
| Platform commission | Marketplace stores only — a configurable percentage you keep from each vendor's sale, set up in Finance → Payouts configuration. |
The amount you see on the Settlements screen is always the net figure, after Razorpay's fee has already been removed.
The Finance screens
Go to Finance in the sidebar to reach three dedicated screens.
| Screen | What it shows | Key actions |
|---|---|---|
| Payouts | Your linked bank account, KYC status, and payout configuration (including commission percentage in a marketplace). Also shows a count of failed transfers. | Set up or update the linked bank account; complete or refresh KYC status; configure commission rates; retry all failed transfers in one click. |
| Settlements | A history of every settlement batch deposited to your bank account — date, total amount, and UTR. Only visible once a linked account is set up. | Review individual settlement batches; cross-check the UTR against your bank statement. |
| Transfers | Marketplace operators see every per-order money movement — vendor share, platform fee, status (processed, pending, failed, reversed, or partially reversed), and Razorpay transfer reference. | Filter by status; retry a failed transfer; create a partial reversal (for example, after a return); view full reversal history; jump to the associated order. |
If you're connected using your own Razorpay account (merchant mode), the Payouts screen shows a banner confirming which account is active, with a link back to the Razorpay plugin screen. On the platform-managed (pooled) option, this banner isn't shown — settlements flow through BillionBiz's own Razorpay account and reconcile separately.
v2 skin: extra Payouts and Settlements actions
On the newer v2 skin, the Payouts and Settlements screens add a few actions not present on the classic skin:
- Payouts — export: a toolbar button downloads every payout currently in view (respecting the active tab/date filters) as a CSV with payout ID, initiated/settled date, gross, fees, net, status, and bank reference.
- Payouts — per-row menu: each payout row has a kebab menu with download statement (a per-payout CSV), view bank detail (opens the payout detail drawer below), and dispute (currently a "coming soon" placeholder).
- Payouts — detail drawer: opening a payout shows its fees breakdown (gross amount, platform fees, net to bank) and a status timeline (initiated → processing → paid).
- Settlements — sync settlements: a toolbar button re-fetches and reconciles your settlement data directly from Razorpay, for when a settlement doesn't appear yet.
- Settlements — instant settle: for a settlement that's still in transit, both the row's kebab menu and its detail drawer offer an instant settle action that pulls the funds into your bank account early, for a fee, instead of waiting for the normal settlement cycle.
None of these v2-only actions are available on the classic skin yet.
Refunds: returning money to a customer
When a customer requests a refund — a returned item, a cancelled order, or damage in transit — you review the request in the Returns & Refunds section of the Orders area:
- The request arrives with status Pending, showing the requested amount, items, and reason.
- You (or your staff) approve or reject it — an approved amount can be set for a partial refund.
- Once approved, BillionBiz instructs Razorpay to return the money to the customer's original payment method — the same card, UPI account, wallet, or bank account they paid with.
- Razorpay processes the reversal; the customer typically receives funds within 5–7 business days.
- The original payment updates to show partial refund or full refund status.
The refund always routes back through the same Razorpay account that originally collected the payment, so the money trail stays clean.
Tip
For the full refund approval workflow and admin queue, see Refunds.
Multi-currency support
BillionBiz supports selling in multiple currencies. You choose which currencies are enabled for your store and can set a different price per product per currency — customers see prices in their selected currency instead of a converted estimate.
Go to Settings → General (called Settings → Preferences → Store defaults in the new admin sidebar) to set your Default currency — choose from Indian Rupee (INR), US Dollar (USD), Euro (EUR), British Pound (GBP), UAE Dirham (AED), or Singapore Dollar (SGD).
- The default currency acts as your store's primary currency and the fallback when a customer hasn't selected one — it's also the currency used for your reports and analytics.
- If a product has no price set for the customer's chosen currency, the base price is used instead.
Note
Automatic exchange-rate conversion and a markup percentage on converted prices are part of the platform's currency design, but no dedicated screen for configuring them was found in either admin skin as of this writing — treat that capability as not yet exposed to merchants rather than something you can configure today.
Automatic invoicing
Every paid order generates an invoice automatically — no manual work required.
- Generated the moment payment succeeds, and regenerated if the order is edited or you request it from the order detail screen.
- Contains store details, order number and date, customer and billing/shipping details, a line-item breakdown, and totals (subtotal, discount, shipping, tax, total).
- Each invoice gets a unique, sequential invoice number that never changes once assigned — numbers are scoped per store so there are no collisions between merchants.
- Downloadable as a print-ready PDF from the customer's order history and from the admin order detail screen, and attached automatically to the order-confirmation email.
Next steps
- Plans & Billing — your own subscription plan, usage, and payment history.
- Refunds — the full refund approval workflow.