Export instructor payouts for accounting

Payouts to your instructors or guides (amounts owed after an activity) must be consistent with your accounting: entry nature, VAT, chart of accounts accounts, then export like your other entries. This guide complements payout setup on activities.

Prerequisites

• Payouts calculated on your activities — see Calculate instructor payouts.
• Chart of accounts suited to export — see Customize the chart of accounts for export.

Procedure

1. Nature and VAT of payouts: in Settings → Preferences → Accounting (or the dedicated payout screen in your version), set the accounting nature and VAT treatment applied to instructor payouts.
2. Check that the chart of accounts maps the right accounts to the relevant categories (expenses, third parties, VAT).
3. On a test activity, confirm automatic calculation of payouts produces the expected amounts (Instructors and payouts tab).
4. Run accounting export for the period, as for other entries — see Export data for accounting.
5. Send the file to your accountant or import it into your software.

Partner commissions (booking agents) follow different business logic — see Designate a partner or booking agent.

Video

Tutorial (nature, VAT, chart of accounts, export): YouTube — payouts and accounting export.

Common issues

• Zero payout amounts: check instructor assignment and automatic calculation on the activity — Calculate instructor payouts.
• Wrong VAT or account on export: review Settings → Preferences → Accounting, then export again.
• Confused with a partner agent: instructor payouts are not agent commissions — see Partners & agents.