Merchant guide

How to read your card-processing statement

A processing statement combines sales, refunds, deposits, and fees. You do not need to master every code to identify areas worth reviewing.

1. Confirm the period and processed volume

Start with the statement dates and total card sales. Separate gross sales from refunds and adjustments. Net volume is often the most useful starting point for understanding how much was processed during the period.

2. Compare sales with deposits

Bank deposits may be separated by day, card type, or batch. When fees are deducted before deposit, the deposited amount will be lower than sales. When fees are billed at month-end, deposits may be closer to processed volume.

3. Group the fees

• Transaction costs: amounts that vary with the number or type of sales.
• Monthly fees: service, statement, platform, compliance, or equipment costs.
• Adjustments: refunds, chargebacks, investigations, and occasional events.

4. Look for changes across months

Compare two or three consecutive statements. Check whether rates increased, new fees appeared, or total costs changed relative to sales. Several months reveal patterns that one statement may not show.

5. Prepare specific questions

For each unclear line, ask what it means, how it is calculated, and whether it is fixed or variable. A clear answer should connect the charge to a service, transaction, or contract condition.