Ledger / Transactions Page in Seller Hub

The Ledger or Transactions page in Seller Hub is your itemized record of all transactions that impact your Whatnot account balance. This page is the most granular view of your financial activity on Whatnot and complements your Payouts and Statements views.

It shows all money moving into and out of your seller balance at the individual transaction level. This includes:

• Earnings – the money you make from Whatnot sales and activities, such as your earnings from orders, tips, any seller challenge rewards (e.g., cash match), etc.
• Costs – such as shipping label adjustment fees, billbacks for refunded orders, ads spend, etc.
• Payouts – funds you withdraw to your bank account

The sum of these ledger transactions is the number you see as your “account balance” on your Payouts page.

How to Access

On Seller Hub web:

1. Go to whatnot.com
2. Click your seller profile icon in the top right corner
3. Select “Finances” from this menu
4. Click the “Ledger” tab in the top left corner

On your Whatnot iOS or Android app:

1. Open the Whatnot app
2. Tap “Seller Hub” on the bottom menu
3. Scroll to bottom of page and tap “Payouts”
4. Tap “Transactions” tab at the top

While the page on the mobile app has a different name (“Transactions”) compared to the web view (“Ledger”), the baseline content should be the same.The web view offers some more details and expanded functionality, such as exporting your ledger entries into a CSV.

What the Ledger / Transactions page shows

On your Ledger or Transactions page, you’ll see a table of information where each row represents a different transaction (also referred to as a “ledger entry”). We recommend leveraging the web version of Ledger to access a more detailed view. 

The columns in this table represent the following:

• Created date: The date and time when the ledger transaction was created in Whatnot’s system
• Amount: The net amount impacting your account balance
• Listing ID: the unique listing identifier associated with order-related transactions. Transactions not tied to a specific listing will show a dash (-) in this column
• Order ID: the unique order identifier associated with applicable transactions. Transactions not tied to a specific order will show a dash (-) in this column
  • This value is clickable in Seller Hub web, taking you to the Orders page. From this view, you can see the order receipt, which breaks down the subtotals used to calculate your total earnings for this order
• Message: description of the transaction that summarizes what happened
• Status: The current status of the transaction. This will be one of the following:
  • Processing: the transaction has been created but has not yet impacted your account balance
  • Completed: the transaction has finalized and impacted your account balance
• Transaction type: See section below [LINK] for full list of transaction types, but the most common ones you’ll see are:
  • Sales: earnings from orders (post-fees)
  • Tip: earnings from tips you receive 
  • Adjustment: various additions or deductions, such as shipping adjustments, refund billbacks, or show boost / promotional charges
  • Payout: money withdrawn out of your Whatnot balance to your bank or PayPal
• Completed date: The date and time when the ledger transaction impacted your available account balance – i.e., the time at which status = “complete” 

If you’re trying to understand a sudden drop or increase in balance, scan the Amount column – especially negative entries – for the relevant time window.

Filters

The default view of your ledger contains all transactions, appearing in descending chronological order based on the Created Date.

Across the top of the ledger table you’ll see a set of filters that can narrow down which transactions you’re viewing:

• All: Shows every transaction that was created (default view is most recent time period)
• Processing: Shows transactions that have the “processing” transaction, meaning they have not yet become available in your account balance
• Completed: Shows only transactions whose status is “completed,” meaning they have already impacted your account balance.
• Withdrawals: transactions representing funds withdraw to your bank account (payouts), including failed payouts that are returned back to your Whatnot balance
• Edit Dates: shows a specific view of all transactions created within a specific date range. The maximum date range you can select is 31 days.
  • Note – this filter only applies to the Created Date of a transaction, not the Completed Date

Timestamp significance

There are two timestamps in ledger:

• Created Date tells you when the event first occurred and the transaction was created
• Completed Date tells you when the event concluded – i.e., the transaction status changed from “processing” to “completed.” This is the time the transaction amount impacted your available account balance (the total amount available for payout)

Some types of transactions (e.g., order earnings) will always start out in a “processing” status, meaning the Complete Date in your ledger will be blank. Other types of transactions are always created as “completed” (e.g., payouts) because they immediately deduct from your available account balance, meaning the created date and completed date will be the same timestamp.

Example: order earnings (“sales” transactions)

Assume you’re a seller without Early Payout. On March 1, a buyer purchases an item from your shop – “Rare Funko Pop” – at 8:03pm EST. Your earnings for this order are $100.

Here’s what your ledger will look like immediately after that sale:

Note that the Completed Date column is empty at this time, given this transaction is still “processing.” 

This means that the $100 earnings from the order are not yet available in your account balance. If you check your Payouts page in the Seller Hub, you will see you have: 

• $0 available for payout
• $100 processing

You pack and ship out your item the next day. On March 5, the item is confirmed as delivered to the buyer by the postal carrier. As a reminder, order earnings become available within 4h of the carrier scanning the shipment as delivered (and once 96h have passed since the sale, for sellers outside the US).

Here’s what your ledger will look like immediately after the delivery is confirmed:

This means that the $100 earnings are now available for payout. On the Payouts page, you’ll see the following balance totals:

• $100 available for payout
• $0 processing

Remember – payouts at Whatnot must be manually initiated, meaning you must go to the Payouts page and request an amount to be deposited into your bank account.

How to export ledger data

1. From your desktop browser, navigate to the Ledger page on whatnot.com
2. Click the “edit dates” button. From the calendar dropdown, select a date range <= 31 days, and then click “update”
   1. You need to select a date range days before you can export your ledger transactions
3. (Optional) Apply any filters you need to focus your view – e.g., “Processing” transactions or “Withdrawals” only
4. Click the “export data” in the top right corner
5. Your CSV should automatically download. Please be prepared to wait for a longer time if you are downloaded a large file

You can then upload or copy the content in your CSV to your analytics platform of choice, such as Excel or Google Sheets. 

What’s not in Ledger

The ledger contains all your net financial activity that impacts your account balance. It does not include the following:

• Your activity as a buyer: to see your buyer order history, check out the “Purchases” view from your Activity tab
• Cancelled orders - orders cancelled by you or the buyer will not appear in Ledger. However, these orders should still appear in your Orders page in the Seller Hub
• Failed payments - when buyers’ payment method fails to make a purchase, an order is not processed. These failed order attempts do not appear in ledger. 
• Order-level fees: because your ledger only shows net amounts impacting your account balance, you don’t see an itemized view of costs and fees deducted from your order sale price (e.g., seller tax, payment processing fee, commission). To get this view, you can click on the linked order number in your ledger, which takes you to the seller receipt in the orders page.
  • Your weekly orders report will contain a breakout of all order subtotals used to calculate the final earnings amount. This report is available to download as a CSV from the start of the week (more info)

How to reconcile ledger to other surfaces 

• Payouts page: this tab shows your current account balance, which is a sum of all your ledger transactions. It breaks out your latest “processing” balance (sum of “processing” transactions) and “available” balance (sum of “completed” transactions, including payout).
  • If your account balance on the Payouts page is different from what you’re expecting, we recommend diagnosing the issue by looking through the individual transactions on ledger

• Monthly and Annual Statements: these documents provide a summarized view of income, fees, costs, and payouts for a monthly or annual period.You can use the ledger to reconcile statement totals back to individual transactions. 

Important call-outs for reconciling statements:

• Statements are based on completed transactions within a period, so the Completed Date in your ledger is the key timestamp when reconciling to statements.
  • For example, if you sell an item on March 30 and your earnings are processed on April 2, those order earnings will be included in your April monthly statement – not March.
• REWARD and REWARD_DEBIT transaction types represent Whatnot credit issuance and spend transactions, respectively. These credits can only be spent on Whatnot purchase – they cannot be paid out to your linked bank account. For this reason, credit transactions should be excluded from any account balance calculations. 
• Similar to the above, ADS transaction types represent Whatnot ads credit – credit that can only be spent towards seller promote tools. This ads credit cannot be paid out to your linked bank account, and should also be excluded from any account balance calculations.

When to Use the Ledger vs. Other Surfaces

• Use Ledger when you need:
  • To investigate specific fees, adjustments, or refunds that impacted your account
  • To see exactly when earnings became available
• Use Payouts when you need:
  • To know how much money you have available in your account balance
  • To check on the latest status of your payout request 
• Use Weekly Orders report when you need:
  • Bulk CSV breakdown of subtotals used to calculate your order earnings (e.g., commission, tax, payment processing fee)
• Use Seller Statements when you need:
  • A monthly or annual summary of income, fees, costs, and payouts for a specific period, especially for official reporting purposes
• Use Tax Documents when you need:
  • To submit your annual tax documentation to authorities, such as 1099s
  • For sellers outside the US, you can access your DAC-7 reporting by navigating to “Finances” → “Statements & Reports” → and selecting “Digital Platform Reporting” from the dropdown on Seller Hub web. See here for direct link
• Use Analytics surfaces when you’re primarily focused on:
  • Show or periodic sales performance and engagement metrics, rather than itemized financial information
• [Sellers outside US] To generate VAT invoices for your buyers:
  • Click the “Generate VAT invoices” button on the Shipments page on Seller Hub web for relevant shipments (see here for instructions)

Together, these tools give you both high‑level summaries and transaction‑level detail so you can confidently understand and reconcile your business performance on Whatnot.