In this article, you will find comprehensive information on the payout process at CopeCart: from the transaction overview to credits and taxation.
How the Payout Process Works
The amounts you earn from sales on CopeCart are regularly transferred to your bank account. To ensure a smooth process, please note two things:
Your account must be validated.
Your bank details must be correctly stored in the account settings.
How to Add Your Bank Details:
Under Settings -> Account Settings -> Payout Account, you can set your payout interval, minimum payout amount, and IBAN and BIC for your account.
Payout Days and Interval
Payouts are not immediate but depend on your set intervals: weekly, every two weeks, or monthly.
Please note that payouts are always initiated on specific days: the 7th, 14th, 21st, and 28th of each month.
Note on the “80/20 Rule”:
80% of your earnings are paid out 14 days after a successful sale. The remaining 20% is transferred 40 days after the sale. This retention serves as a security measure against chargebacks and refunds.
When is Your Next Payout?
You can see the date of your next payout under the Payouts tab in your CopeCart account.
Viewing Payout History
Under Payouts, you can get an overview of all completed payouts. Each transaction is shown with an ID and the respective order IDs.
Enable Email Notifications:
Would you like to be notified by email for each payout? Enter your email address under Settings -> Payout Account.
Credit Note
CopeCart operates under the reseller model, where CopeCart buys products from the vendor and resells them to end customers. At the beginning of each month, you receive a credit summarizing all sales from the previous month. Credits are created in German, English, or Spanish, depending on your account’s language setting.
What Does the Credit Include?
The credit shows the total value of products sold to CopeCart in the previous month, including all payment options such as one-time payments, subscriptions, or installment plans.
Example: If a customer pays for a product in installments, CopeCart still buys the entire item in the first month and displays the total amount on the credit for that period.
Example of a credit note:
FAQs about Payouts
When Will I Receive My Payouts?
Payouts are made on the 7th, 14th, 21st, and 28th of each month. You can find the next payout date under the Payouts tab.
Why Haven’t I Received My Payout Yet?
Possible reasons include:
Payout day fell on a holiday or weekend; in this case, the transfer will take place on the next business day.
You recently changed your payout interval.
Your balance is below the set minimum payout amount.
Your saved payment details are incorrect. Check them in the account settings.
What Do Negative Amounts Mean in the Payout?
Negative amounts represent refunds or chargebacks and are deducted from your income. The transaction is listed as a negative amount for transparency.
Are Payouts Split?
Yes, payouts are made in two stages. This split ensures the protection of both customers and vendors and affiliates.
80% of the net amount is paid out 14 days after receipt of payment, on the first valid payout date.
The remaining 20% of the net amount is paid 40 days after payment.
Example:
A customer buys and pays for a product on January 3, 2024.
The earned net amount is €1,000.
First payout (80%): The 14th day after payment is January 17, 2024. The first valid payout date is January 24, 2024. On this day, €800 (80% of the net amount) is transferred to the vendor.
Second payout (20%): The 40th day after payment is February 12, 2024. The next valid payout date is February 14, 2024. On this day, the remaining €200 (20% of the net amount) is transferred to the vendor.
What Happens if a Chargeback or Refund is Initiated?
When a chargeback or refund occurs, the amount is gradually deducted from your earnings. This means:
Display in Your Invoice:
The original net amount (for example, €100) appears as a positive value in your invoice.
The chargeback or refund amount is shown as a negative value (for example, -€20), so you can clearly see how deductions impact your net earnings.
Two-Step Deduction: To ensure the process is fair for both you and your customers, the chargeback or refund amount is not immediately deducted in full. Instead, the deduction is applied in steps:
Step 1 (80% deduction): 14 days after the chargeback or refund request is registered in the system, 80% of the total amount is deducted.
Step 2 (20% deduction): After an additional 26 days (40 days in total after registration), the remaining 20% is deducted.
Example: If you receive a refund of €20, you will see a deduction of €16 (80% of €20) in your invoice on the 14th day after the refund request, and the remaining €4 (20% of €20) on the 40th day.
This two-step refund and chargeback handling process allows the deduction to be spread out and clearly reflected in your invoices.
I’m an Affiliate. Why is the Chargeback/Refund Deducted from My Payout?
Chargebacks and refunds are proportionally split among all parties involved (Vendor, Joint Venture Partners, and Affiliates) based on their respective shares.
Example of Chargeback/Refund Distribution:
Vendor: 50%
JVP1: 30%
JVP2: 20%
In this case, the Vendor would bear 50% of the chargeback, JVP1 takes on 30%, and JVP2 covers 20%.
Affiliates also bear their portion of chargebacks or refunds according to their commission rate. If the commission is 50%, the corresponding share of the refunded amount will be deducted.
Why Are There Chargebacks and Refunds in My Payout Invoice?
Since chargebacks and refunds are processed in two steps, you will see two partial amounts in your invoice:
80% after 14 days and
20% after 40 days.
A common reason for chargebacks or refunds can be the quality of your products. If buyers are dissatisfied with the product, they may request a refund or cancellation.
Are There Chargeback Fees?
Yes, chargebacks incur additional fees charged by the payment provider. These fees are also proportionally distributed among the Vendor, JVPs, and Affiliates based on their respective shares.
Important: The chargeback fees are also deducted in two steps:
80% of the fee after 14 days.
20% of the fee after 40 days.
Taxation at CopeCart
CopeCart calculates the VAT for each sale according to the applicable rules. Are you a small business owner or liable for VAT? Your chosen regulation influences whether you receive gross or net amounts. If you are a German company subject to VAT, you will receive your payment as a gross amount and are responsible for paying the VAT yourself.
Info for users from Switzerland
For Swiss companies and small businesses, the following rules apply to payouts:
Companies subject to VAT: The payment is made as a gross amount (a VAT ID is required).
Small businesses (not subject to VAT): Payment is made as a net amount (no VAT liability).
You can provide your VAT ID and/or tax number in your account settings:
Physical Services - What You Need to Know
For service providers, it is important to know the respective VAT regulations when services are provided abroad. Below you will find the key information on handling VAT for cross-border services that you can offer through CopeCart in Germany, Austria, Switzerland and Spain.
General Statement on VAT for Services
If you provide services in a country different from where your business is registered, you are required to pay VAT according to the laws of that country. Here are the key points to consider:
Place of Taxation: Services are taxed where they are provided. Therefore, if you provide a service in Germany, German tax law applies. Currently, services can be sold through CopeCart that are provided in Germany, Austria, Switzerland and Spain.
VAT Rate: In Germany, the VAT rate is currently 19%. This means you must include this tax in your invoices when offering services in Germany.
Responsibility: You are responsible for reporting and paying the VAT to the relevant tax office in the country where you provided the service. Generally, you pay the amount you collected from your customers, minus any deductible input tax.
Additional Information: If you are based in another country but provide services in Germany/Austria/Switzerland, you may need to register for VAT there.
For further questions, please feel free to contact our support team.
Best regards
Your CopeCart Team