> ## Documentation Index
> Fetch the complete documentation index at: https://hostledger.ai/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Reviewing Payouts
> How to review flagged payouts before posting to QuickBooks.
## After processing
When you upload a payout CSV, each payout is categorized and sorted into one of two buckets:
* **Ready to Post** — high-confidence payouts that are good to go
* **Needs Review** — payouts that need your attention before posting
Click **Post to QuickBooks** at any time to send everything in the Ready to Post bucket to QuickBooks.
***
## Why payouts get flagged
A payout lands in Needs Review when any of the following are true:
* **Confidence is below 90%** — Host Ledger isn't sure about the categorization
* **Unbalanced entry** — the line items don't add up to the payout total
* **Reservation mismatch** — amounts differ from Hospitable by more than 1% or \$10
* **No reservations linked** — no Hospitable reservations could be matched to the payout
* **Missing mapping** — a category or vendor doesn't have a QuickBooks account assigned
* **AI fallback used** — no CSV breakdown and no reservation data was available, so Host Ledger had to guess
Flagged payouts show an inline message explaining what triggered the flag, with a link to fix it where applicable.
***
## How to fix each flag
**What it means:** One or more categories don't have a QuickBooks account assigned. This blocks approval until resolved.
Specific missing mapping triggers:
* Missing account mapping for a payout category (e.g., Accommodation, Cleaning)
* Missing vendor mapping — no QuickBooks vendor assigned for the OTA
* Missing bank account — the Payout Bank Account (net deposit) isn't mapped
**How to fix it:**
The message includes a **Configure in Mappings** link that takes you directly to the relevant settings section.
Assign a QuickBooks account to the flagged category. You can set it at the org level (applies to all properties) or per-property.
Return to the payout detail page and click **Reinterpret**. Host Ledger re-runs categorization with your updated mappings.
The flag message tells you exactly what's missing. If it's a vendor mapping, head to **Settings → Vendor Mappings**. If it's a category account, go to **Settings → Account Mappings**.
**What it means:** Host Ledger found something unexpected — an unusual fee, a negative amount where a positive was expected, or a data inconsistency. The anomaly message describes exactly what was found. Some anomalies are informational only; others block approval.
**How to fix it:**
1. **Read the message** — it tells you what's unusual and often links directly to where you can fix it.
2. **Edit line items** — if the anomaly points to a categorization issue, click **Edit** to correct it.
3. **Reinterpret** — if the anomaly is mapping- or data-related, fix the underlying issue and reinterpret.
4. **Approve if expected** — informational anomalies (e.g., "VRBO split payout detected") don't require action. If the anomaly describes behavior you recognize, approve the payout.
**What it means:** Host Ledger couldn't match any Hospitable reservations to this payout. Common for platform adjustments, resolution payouts, or when Hospitable hasn't finished syncing. This doesn't block approval.
**How to fix it:**
1. **Link manually** — use the Linked Reservations section on the detail page to search for and attach the right reservation(s).
2. **Wait for sync** — if you recently connected Hospitable, click **Reinterpret** once the sync completes.
3. **Approve as-is** — if this is a platform adjustment, resolution payout, or fee-only payout, having no reservations is expected. Approve it.
**What it means:** The payout amount differs from the total of linked Hospitable reservations by more than 1% of the payout amount or more than \$10. This doesn't block approval.
**How to fix it:**
1. **Check linked reservations** — the detail page shows each matched reservation and its financial totals.
2. **Look for missing reservations** — if a reservation is missing, you can link it manually from the Linked Reservations section.
3. **Check for expected platform behavior** — some mismatches are normal:
* **Booking.com** bills host service fees separately, so those won't appear in the payout
* **VRBO** nets discounts into the accommodation amount
* **Adjustment and resolution payouts** won't match reservation totals by design
4. **Approve if explained** — if the mismatch is accounted for by platform behavior, approve the payout.
**What it means:** The line item amounts don't add up to the payout total, or the deposit total doesn't match the payout amount. This blocks approval until the entry balances.
**How to fix it:**
Click into the payout to see the full line item breakdown and the mismatch amount.
Click **Reinterpret** — updated mappings or reservation data may resolve the imbalance automatically.
If reinterpreting doesn't balance the entry, click **Edit** to adjust individual amounts. The detail page shows your current total vs. the expected payout amount so you can see exactly where the gap is.
When you save, Host Ledger re-validates the balance. If it's now balanced, the flag clears and you can approve.
**What it means:** Host Ledger had no CSV breakdown and no Hospitable reservation data to work from, so it used an AI fallback interpreter to categorize the payout. AI fallback confidence is capped at 60% and is always a blocking flag.
**How to fix it:**
1. **Upload the payout CSV** — if you have the CSV from Airbnb, VRBO, or Booking.com, upload it. Host Ledger will reinterpret using the CSV data and confidence will jump significantly.
2. **Wait for Hospitable sync** — if reservation data is still syncing, click **Reinterpret** once the sync completes.
3. **Review and edit manually** — if neither option is available, open the detail page, review the AI's categorization, and edit any line items that look wrong before approving.
Confidence by interpretation method: CSV data (up to 99%) → Reservation data (up to 95%) → AI fallback (capped at 60%). Uploading a CSV is always the best path to a clean result.
**What it means:** Host Ledger's confidence in the categorization is below 90% but above the AI fallback floor. This doesn't block approval — it's a prompt to take a look before posting.
**How to fix it:**
1. **Expand Deposit Preview** — check the categories and amounts. Do they look right?
2. **Edit if needed** — click **Edit** to correct any categories or amounts that look off.
3. **Approve if correct** — if everything looks right, go ahead and approve. Low confidence alone doesn't mean the categorization is wrong.
***
## Quick reference
| Flag | Blocks approval? | First move |
| ---------------------------- | :--------------: | ------------------------------------------------ |
| Missing account mapping | **Yes** | Settings → Account Mappings → Reinterpret |
| Missing vendor mapping | **Yes** | Settings → Vendor Mappings → Reinterpret |
| Missing bank account mapping | **Yes** | Settings → Account Mappings → Reinterpret |
| Unbalanced entry | **Yes** | Reinterpret → Edit if still unbalanced |
| AI fallback used | **Yes** | Upload CSV → Reinterpret |
| Low confidence | No | Review line items → Edit or approve |
| Reservation mismatch | No | Check linked reservations → approve if explained |
| No reservations | No | Link manually or approve |
| Anomaly detected | Depends | Read message → edit, reinterpret, or approve |
***
## Investigating a flagged payout
Start with the **Deposit Preview** dropdown on the payout card — this shows the line items, categories, and amounts. Most of the time this gives you enough to approve or reject without clicking further.
If you need more context, click **View Details** to open the payout detail page. From there you can see what triggered the flag, review matched Hospitable reservations, edit line items, and reinterpret after making changes.
***
## Actions
**From the Payouts screen:**
| Action | What it does |
| ----------- | ------------------------------------------------------ |
| **Approve** | Moves the payout to Ready to Post |
| **Reject** | Removes the payout from the queue — it won't be posted |
**From the detail page:**
| Action | What it does |
| --------------- | ----------------------------------------------------------------- |
| **Edit** | Adjust line item amounts or categories |
| **Reinterpret** | Re-runs categorization with current mappings and reservation data |
***
## Payout statuses
| Status | What it means |
| ----------------- | ----------------------------------------------------------------------------------------------- |
| **Pending** | The payout was uploaded and is waiting to be processed |
| **Needs Review** | Processing is complete but the payout was flagged — your attention is needed before it can post |
| **Ready to Post** | The payout is approved and queued for posting to QuickBooks |
| **Posted** | Successfully posted to QuickBooks |
| **Rejected** | You rejected this payout — it won't be posted. Reprocess it if the underlying issue is resolved |
| **Error** | Something went wrong during processing or posting. Check the payout detail page for specifics |
***
Send your approved payouts to QuickBooks Online.