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Processing card payouts with Scan and recognize

A payment provider pays out card payments in one go, minus its costs, and sends a payout report with it. You can type that report over, but with Scan and recognize AI reads it for you: you get the sales, the costs and the amount paid out of every payout, and ClubBalans finds the bank transaction by itself. Every step shows a screen with example data.

Our example: on Saturday 24 October 2026 the canteen of Sportvereniging De Demo took €60.00 by card. On Tuesday 27 October SumUp pays out €58.65: €60.00 minus €1.35 costs. That the sales is booked already is explained in the guide on booking card payments. Scan and recognize is already switched on, see scanning invoices.

A hand holding the receipt of a card payment terminal

Step 1: put the payout report in the inbox and have it scanned

Download the payout report from your payment provider and upload it in the inbox (the icon at the top right), or email it to the invoice address of your club. Click Scan and recognize (Scan en herken) next to the document.

The invoice inbox with the payout report of a card payment provider and the Scan and recognize button
The invoice inbox with the payout report of a card payment provider and the Scan and recognize button

SumUp-uitbetalingsoverzicht-oktober-2026.pdf: the report of the payment provider, here with the payout of 27 October. Click the name to view it.

Scan and recognize: AI reads the document and decides by itself whether it is an invoice or a payout report. For a payout report you go to the payouts screen.

Step 2: look at the payouts

Every payout in the document is on a line of its own, with the bank transaction ClubBalans found for it.

The payout found in the payout report, with the sales, the costs, the amount received and the bank transaction to process
The payout found in the payout report, with the sales, the costs, the amount received and the bank transaction to process

Payout (Uitbetaling): the date and the reference of the payout, here 27-10-2026 and PO-84520731, with the sales of €60.00, the costs of €1.35 and the amount received of €58.65.

Process (Verwerken): opens the bank transaction of €58.65 of 27 October. If it says not found, import the bank statement with this payout first.

Below the lines are the totals of the document. If your bank shows the payouts as one transaction of the total, you see that here too, with the button Process the total (Verwerk het totaal).

Step 3: process the bank transaction

You land on the usual screen to process a bank transaction, but the suggestion is already filled in. Check it and click Process (Verwerken).

Processing the payout with the sales and the costs of the card payment provider already filled in
Processing the payout with the sales and the costs of the card payment provider already filled in

Suggestion (Voorstel): what was read from the payout report: the sales of €60.00 and the costs of the provider of €1.35.

Category (Categorie): Te ontvangen pinbetalingen (card payments to receive). This books away the receivable that arose with the day sales.

Amount (Bedrag): the full sales, here €60.00, so not the amount that was paid out.

Category of the costs (Categorie van de kosten): Bankkosten (bank costs), or the category you used earlier for the costs of card payments.

Costs (Kosten): what the provider deducted, here €1.35. Still to distribute (Nog te verdelen) is €0.00, because €60.00 is the amount received of €58.65 plus the costs of €1.35.

Step 4: mark the document as processed

Go back to the payouts. When every payout is processed, click Mark as processed (Markeer als verwerkt). The document leaves the inbox and the file is kept, so your accountant can find it.

The balance of Card payments to receive is now zero again, if all card payments have been paid out. You check that under Bookkeeping (Boekhouding) and Bookings (Boekingen).

Good to know

  • Scan and recognize is an aid: check the amounts before you process. If the payout shows a difference, you see it under Still to distribute.
  • Does your payment provider deduct no costs but send a monthly invoice? Then the payout equals the sales and you book the invoice as a received invoice.
  • You find more about the canteen, stock and counts at canteen, credit and stock, and about bank statements at bank and cash.
Questions

Frequently asked questions

Which payment providers work?

Scan and recognize reads the payout report of a payment provider for card payments, such as SumUp, Mollie, Adyen or Stripe. It works with a PDF or a photo of the report. If reading fails, you can simply process the bank transaction yourself.

What does it cost?

The same as an invoice: €0.10 per recognized document, including VAT. A document that cannot be read costs nothing.

Does the sales have to be booked already?

Yes. You book the card payments first as day sales, so the balance of Card payments to receive (Te ontvangen pinbetalingen) is right. The payout then books that balance away. See the guide on booking card payments.

What if the bank shows the payouts as one amount?

That happens often. The payouts screen then shows a block with that one bank transaction and the button Process the total (Verwerk het totaal). The sales and costs of all payouts together are already filled in.

Why does a payout say the bank transaction was not found?

Then the payout is not on your bank statement in ClubBalans yet. Import the statement with that payout first. ClubBalans looks for the transaction with exactly the amount received, at most a week after the payout.

Is anything booked automatically?

No. You get a suggestion on the screen where you process the bank transaction and nothing is booked until you click Process (Verwerken).

Can I try Scan and recognize in the demo club?

No, the demo club cannot scan documents. In your own trial you can switch it on under Subscription (Abonnement).

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