Read the market’s gross definition, report the number that matches it (usually market-day gross before you net out your own costs), attach one proof artifact if you are self-reporting, and submit before the published deadline—once.
Coordinators are not trying to audit your soul—they are trying to run a fair booth fee or revenue share program across dozens of businesses that all behave differently. Your job as a vendor is to make your number legible: same definition, same timing, same format, every week.
If you optimize for “lowest number I can defend,” you might win a text argument and lose a relationship. If you optimize for clarity, you become the vendor coordinators stop worrying about. This guide is vendor-first, but coordinators can send it as a one-pager to reduce training load.
Why this feels messy from the vendor side
Your POS might show net deposits while the market asks for gross sales. Your P2P app might mix personal and business transfers. You might run two Square locations “for accounting reasons.” None of this is wrong—it is just ambiguous unless you translate it for the coordinator.
The pain shows up when you submit late, revise twice, and still get asked for “the real gross.” That happens when the market never published a definition, or when you reported net-of-fees without labeling it. Fix the label, fix half the disputes.
This is the reconciliation gap. Nobody owns the number together — and that is exactly what MoneyLayer is built to fix.
What vendors typically do
- Screenshot whatever screen looks biggest—fast, often wrong definitionally.
- Export a CSV from POS—better, still needs a one-sentence translation for the market.
- Ask the coordinator a clarifying question every week—works once, scales poorly.
- Use a structured submission link with required fields—best for mixed stacks.
Step-by-step
- Locate the market’s definition of gross. If it does not exist, ask once in writing and propose a default: market-day card + cash + P2P gross before refunds, excluding nothing unless explicitly stated.
- Pick your source-of-truth screen for the week. Same POS report each time. If you changed prices mid-day, note it in the optional field—future you will thank present you.
- Report once, label exceptions. If you must revise, explain deltas (“removed duplicate charge”) instead of silently changing numbers.
- Attach proof when asked. One crisp screenshot beats five blurry ones. Make totals readable and include the date range the market expects.
How MoneyLayer handles this
If your market runs MoneyLayer, you will see either connected totals (where you connect) or a structured self-report link. The product goal is fewer ambiguous threads: you still have to read the policy, but the fields force alignment.
FAQ
Do tips count?
Only the market’s published policy matters. If it is silent, ask once and get it in writing for everyone.
What if my POS shows net deposits?
Report gross per policy and keep your own fee math separate. Coordinators are not your bookkeeper—they are trying to run fair shared economics.