Payouts

Funds collected by ICEPAY are periodically transferred to the bank account registered on your ICEPAY Account.

This process is called a payout.

The timing of a payout depends on the payout frequency configured for your account and on when the underlying payments have been settled.

Payouts are account-level

The payout process is the same whether you use the ICEPAY Portal, a ready-made e-commerce integration, or a custom Checkout API integration.

Your integration determines how payments are created. Payouts are handled by ICEPAY at account level.

Payout, transfer, or statement?

These terms describe different parts of the same financial process.

Payout

The process of collecting the funds that are available for payout for a specific period.

Transfer

The actual bank transfer from ICEPAY to the bank account registered on your ICEPAY Account.

Statement

The financial breakdown associated with the payout, including the payments and other financial entries that determine the payout amount.

A statement is created whenever ICEPAY initiates a payout.

You can use the statement to understand how the final payout amount was calculated.

How the payout process works

The payout process follows these steps:

1. Payments are processed

   Customers complete payments through the available payment methods.

2. ICEPAY receives the funds

   The time it takes for funds to arrive depends on the payment method.

   A payment can only contribute funds to a payout once the relevant funds have been received by ICEPAY.

3. Eligible funds are collected

   Based on your configured payout frequency, ICEPAY collects the funds that became available during the payout period.

4. A statement is created

   ICEPAY creates a statement containing the financial entries included in the payout calculation.

5. A transfer is created

   The resulting payout amount is transferred to the bank account registered on your ICEPAY Account.

6. The funds arrive in your bank account

   Processing by the banking system can take additional time after ICEPAY initiates the transfer.

Payment completion and receipt of funds are different

A customer completing a payment does not always mean that ICEPAY has already received the funds.

Some payment methods settle almost immediately, while others can take several days.

This can affect which payout a payment is included in.

When is a payment included in a payout?

A payment is generally included once the funds required for the payout have been received and the payment falls within the relevant payout period.

The exact timing depends on the payment method.

For example, some methods confirm and settle quickly, while bank-transfer-based methods can take additional time.

For payments created using the Checkout API, the financialStatus indicates whether ICEPAY has received the funds:

uncleared

ICEPAY has not yet confirmed receipt of the funds.

cleared

ICEPAY has received the funds.

Some payment methods behave differently

ICEPAY does not collect the funds for every payment method.

For example, PayPal funds are handled by PayPal rather than collected by ICEPAY. The financial and statement behaviour for these methods can therefore differ from methods where ICEPAY receives the funds directly.

For more information about when specific payments are financially cleared, see the Payment lifecycle and Payment methods pages.

Payout frequency

Payouts are created periodically according to the frequency configured for your ICEPAY Account.

Frequency	Payments included	Payout day
Monthly	Previous month	First working day of the month
Biweekly	Monday – Sunday	Tuesday, every other week
Weekly	Monday – Sunday	Tuesday
Twice a week	Monday – Wednesday	Friday
Twice a week	Thursday – Sunday	Tuesday
Daily	Friday – Saturday	Monday
Daily	Sunday – Monday	Tuesday
Daily	Tuesday	Wednesday
Daily	Wednesday	Thursday
Daily	Thursday	Friday

Only payments whose funds are available for payout are included in the applicable period.

Bank holidays can affect payout timing

Transfers are not processed on bank holidays.

In these situations, the funds may be carried forward and included in a later transfer.

Change your payout frequency

Your payout frequency is configured on your ICEPAY Account.

If you want to change how often ICEPAY pays out your available funds, contact ICEPAY.

More frequent payouts do not change settlement speed

Changing the payout frequency does not make an individual payment settle faster.

A payment can only contribute funds once the relevant funds have become available.

Where can I find my payouts?

The actual bank transfers created by ICEPAY are available in the ICEPAY Portal.

Go to:

Transfers

Each transfer shows information about the payout and provides a link to the corresponding statement.

1. Open Transfers

   Sign in to the ICEPAY Portal and go to Transfers.

2. Select the transfer

   Open the transfer you want to investigate.

3. Open the corresponding statement

   Use the statement link to view the complete financial breakdown of the payout.

Transfer and statement references

Transfers and statements use related references.

For example:

Transfer:   T12345
Statement:  S12345

If you already know the transfer number, replacing the T with S can help you find the corresponding statement.

Understanding your payout amount

The payout amount is not necessarily equal to the sum of the payments processed during that period.

A statement can contain several types of financial entries that affect the amount that is actually transferred.

These can include:

Entry	Effect
Processed payments	Add available funds
Refunds	Reduce available funds
Chargebacks	Can reduce available funds
Invoices	Can be deducted from the statement
Holdbacks	Temporarily reserve part of the funds
Holdback releases	Make previously held funds available
Corrections	Adjust the statement where necessary
Balance carried forward	Moves an amount from a previous statement into the current one

The statement explains the difference

The total amount of the payments listed on a statement can be higher than the amount transferred to your bank account.

The statement shows the deductions and adjustments that result in the final payout amount.

Example

For example:

Settled payments                   €10,000.00
Refunds                              -€400.00
Holdback                             -€500.00
ICEPAY invoice                       -€150.00
Previous balance carried forward     +€100.00
────────────────────────────────────────────
Payout                              €9,050.00

This example is illustrative. The entries present on your own statement depend on your account and activity.

Invoices and payouts

ICEPAY creates an invoice for your account each month.

By default, invoice costs are deducted from your statement.

This means that the first payout following the monthly invoice can be lower than the total value of the payments included in that payout period.

For example:

Available funds             €5,000.00
Monthly ICEPAY invoice       -€150.00
─────────────────────────────────────
Payout                      €4,850.00

If your account uses a more frequent payout schedule, not every payout statement will necessarily contain ICEPAY costs because invoices are created monthly.

Separate invoicing may be available

Some ICEPAY Accounts can have their invoices handled separately instead of deducting them from the payout statement.

Contact the ICEPAY team if you want to know whether this is available for your account.

Holdbacks

Some payment methods can be subject to a holdback.

A holdback temporarily reserves part of the payment amount for an agreed period.

ICEPAY applies holdbacks to payment methods where financial risk can continue after the original payment, including:

• card payments;
• direct debit.

A statement can therefore contain both:

Held back

Funds reserved during the current period and therefore not included in the current payout.

Released

Funds from an earlier holdback period that have now become available for payout.

The agreed holdback period starts when the payment is added to a statement.

A holdback is not a failed payout

Held funds remain reserved until the agreed holdback period ends.

When those funds become available, they can be included in a later payout.

Balance carried forward

Sometimes an amount shown on a statement is not transferred immediately.

Instead, the amount can be carried forward to the next statement.

This is shown as Balance carried forward.

Situations where this can happen include:

• a transfer cannot be completed;
• the registered bank account is invalid;
• a statement is created as part of the administrative month-end closure;
• banking processing is unavailable because of a bank holiday;
• account requirements prevent a transfer from being made.

The carried-forward amount is included when the balance is processed on a later statement.

A statement does not always mean a bank transfer

ICEPAY can generate a statement without making a transfer to your bank account at that moment.

When this happens, the balance remains accounted for and is carried forward where applicable.

Your payout bank account

ICEPAY transfers payouts to the bank account registered on your ICEPAY Account.

The bank account must be in the name of the company associated with the ICEPAY Account.

To see the currently registered bank account:

Documents → Bank statement

Change your bank account

You can request a bank account change from the ICEPAY Portal.

1. Open your bank account settings

   Sign in to the ICEPAY Portal and go to Documents → Bank statement.

2. Enter the new bank account information

   Provide the requested bank account details.

3. Upload a bank statement

   Upload a bank statement for verification.

   The document must be dated within the last three months.

4. Wait for approval

   ICEPAY reviews the supplied information.

   The new bank account only becomes active after it has been approved.

Changing the bank account is not immediate

Payouts continue to use the approved bank account on your ICEPAY Account until the new bank account has been verified and approved.

Why haven’t I received my payout?

If you expected a payout but have not received it, check the following.

Check the payout schedule

Make sure the expected payout date matches the frequency configured for your account.

Check whether the payments have settled

A successful payment is not always immediately available for payout.

The settlement time depends on the payment method.

Check Transfers

Go to Transfers in the ICEPAY Portal and check whether a transfer was created.

Check the statement

Open the corresponding statement and look for entries such as:

• holdbacks;
• invoice deductions;
• corrections;
• balance carried forward.

Check your bank account

Make sure the bank account registered with ICEPAY is still valid and approved.

Consider bank processing days

Bank holidays and banking processing times can delay when a transfer reaches your account.

Start with the statement

If the payout amount or timing is different from what you expected, the corresponding statement is usually the best place to start.

It shows which financial entries were included in the payout calculation.

Payouts and your integration

Payouts do not need to be implemented in your store or Checkout API integration.

Whether you use:

• the ICEPAY Portal;
• WooCommerce, Magento, PrestaShop, or another ready-made integration;
• the Checkout API directly;

the payout process takes place at the ICEPAY Account level.

Your integration handles the payment experience. ICEPAY handles the collection of available funds, creation of statements, and transfers to your registered bank account.

No payout API integration is required

You do not need to create a payout when a customer pays.

ICEPAY automatically processes payouts according to the payout frequency configured for your account.

What to remember

• ICEPAY pays out available funds according to your configured payout frequency.
• A payment is not necessarily immediately available for payout.
• The settlement timing depends on the payment method.
• Each payout has a statement explaining how the payout amount was calculated.
• The actual bank movement is shown as a transfer in the ICEPAY Portal.
• Refunds, chargebacks, invoices, holdbacks, corrections, and carried-forward balances can affect the final payout amount.
• Payouts are sent only to the approved bank account registered on your ICEPAY Account.
• Your store or API integration does not need to initiate payouts.

Continue reading

Statements

Understand how ICEPAY statements are structured and how they explain your payouts.

Invoices

Learn how ICEPAY costs are invoiced and how they can affect your payout.

Holdbacks

Learn why part of a payment can be temporarily reserved before payout.

Payment lifecycle

Understand when payment funds are cleared and how the payment lifecycle works.