The Monthly Merchant Statement is a financial report based on transactions processed by Otto Flow, including sales, refunds, disputes and Care membership payments. It helps your clinic understand how much was processed, what fees were applied, and what net amount was transferred to your bank account.
Below is a detailed explanation of each column in the report.
Report Columns Explained
Column | Description |
Clinic | Name of the clinic receiving the payout. |
Arrival Date | Date the payout was received (when the amount was transferred to your clinic's bank account). |
Amount | Total amount paid out to the clinic on that date, after all processing fees have been deducted. |
Total Items | Total number of transactions included in the payout (sum of sales, refunds, disputes, and Care subscription transactions). |
Sales Items | Number of payments processed with transaction fees included. It does not include Care subscriptions. |
Refund Items | Number of refund transactions included. It does not include Care subscription refunds. |
Care Refund Items | Number of refund transactions for Care membership plans. |
Dispute Items | Number of disputes included. It does not include Care subscription disputes. |
Care Dispute Items | Number of dispute transactions for Care membership plans |
Gross Proceeds | Total gross amount processed, including sales, refunds (negative), disputes (negative), and client fees. |
Direct Booking Deposits | Portion of Gross Proceeds attributable to deposits collected through Direct Booking. Broken out separately so clinic totals reconcile cleanly with the Payments dashboard and your bank deposits. |
Cost | Total cost charged by Otto on those transactions — includes transaction fees for sales, refunds, disputes, and Care subscriptions. Cost = the amount in “Transaction Fees” from your Payments report + “Fees Captured” from your Care Financial Report. |
Net Proceeds | Net amount after fees. Calculated as: Gross Proceeds - Cost. |
Sales Gross Proceeds | Gross amount from sales only. Calculated as payments processed + client fees. It does not include Care subscriptions. |
Sales Cost | Fees associated with sales items — includes clinic and client processing fees, refunds (negative), and disputes (negative). It does not include Care subscriptions. |
Sales Net Proceeds | Net revenue from sales only. Calculated as: Sales Gross Proceeds - Sales Cost. |
Refund Gross Proceeds | Gross amount from refunds only. |
Refund Costs | Fees associated with refund transactions. |
Care Subscription Cost | Cost associated with Care membership refund transactions. |
Refunds Net Proceeds | Net revenue from refunds only. Calculated as: Refund Gross Proceeds - Refund Costs - Care Subscription Cost. |
Dispute Gross Proceeds | Gross amount from disputes only. |
Dispute Costs | Fees associated with dispute transactions. |
Care Dispute Cost | Cost associated with Care membership dispute transactions. |
Dispute Net Proceeds | Net revenue from disputes only. Calculated as: Dispute Gross Proceeds - Dispute Costs - Care Dispute Cost. |
How Are These Values Calculated?
Data comes directly from Stripe, our payment processor, and is calculated as follows:
1. Sales
- Gross Proceeds: Total charged to the pet owner.
- Cost: Otto payment fees. It will include Care Membership fees if your clinic has Care plans.
- Net: Amount deposited to your clinic after cost is deducted from Gross Proceeds.
- Direct Booking Deposits: deposits collected at the time of a Direct Booking submission are reported here as part of Sales. They flow into Gross Proceeds and Net Proceeds the same way as any other sale.
2. Refunds
- Shown as negative values for gross, cost, and net.
- The cost represents reversal of previously charged fees and previously added revenue.
- Refund net proceeds are calculated as:
Refund Gross Proceeds - Refund Costs - Care Subscription Cost
3. Disputes
- Also shown as negative values.
- Cost includes the bank's dispute handling fee (if the dispute is lost).
- If the clinic wins the dispute, the amount may be corrected in a future report.
- Dispute net proceeds are calculated as:
Dispute Gross Proceeds - Dispute Costs - Care Dispute Cost
Practical Example
Clinic | Arrival Date | Amount | Total Items | Gross Proceeds | Cost | Net Proceeds |
Clinic X | 09/15/2025 | $10,000.00 | 30 | $10,500.00 | $500.00 | $10,000.00 |
In this example, the clinic processed 30 transactions totaling $10,500.00 in gross revenue. After $500.00 in fees, $10,000.00 was deposited into the clinic’s account.
Tips for Financial Control
- Use the Net Proceeds column to understand your real revenue.
- Compare the Net Proceeds with your bank statement to reconcile values.
- Keep an eye on Refund and Dispute items, as they reduce your payouts.