Understanding Your Transactions: Payouts, Refunds and Extras

What is the Transactions screen?

Transactions is a page in Private Chef Manager that shows every confirmed, completed, cancelled or refunded service and how much you receive for each one, in your own currency.

For each service you can see:

What you receive: one clear amount, called You receive.
Why: a breakdown of what your client paid and what you receive.
What happened: when your client paid, when the service was completed (or will be) and your estimated payout.

Transactions is view only. To charge the client for something extra or to refund them, you do it from the booking itself (see "Refunds and additional charges" below).

How to find it

On a computer:

Log in to your Private Chef Manager account.
In the left-hand menu, click Financials.
Open the Transactions tab.
Use the status and period filters at the top to narrow the list.
Click any service to open its price breakdown and activity.

On your phone:

Log in to Private Chef Manager from the homepage.
Tap Financials.
Tap Transactions.
From here, the steps are the same as on a computer: use the filters and tap a service to see its price breakdown and activity.

On a computer, the service details open as a side panel to the right of the list. On a phone, the list shows one card per service and the details slide up from the bottom of the screen.

If you don't have any bookings yet, the list will be empty.

Everything on the screen, explained

Status filter

Pick a status to see only those services.

Status	What you'll see
Service confirmed	Booked services your client has paid for that haven't taken place yet.
Service complete	Services that have already taken place. Your payout is sent within 48 business hours after the service ends.
Cancelled	Services cancelled by you or by the client.
Refund	Services where the client got part or all of their money back, and how that changed what you receive.

Period filter

Shows services within a date range. It is set to All time by default. The list is split into pages. There is no search box yet, so use the filters to find a service.

List columns

Column	What you see
Client	The client's name and the service ID.
Service	Service date, occasion and number of guests. Multi-day bookings show the start date and end date.
Channel	Where the booking came from: Take a Chef, Marketplace, Airbnb or Chef Site. Partner bookings show the partner too, for example Marketplace · FoundersCard.
Status	Service confirmed, Service complete, Cancelled or Refund.
You receive	What you get for this service, in your currency.
Estimated payment	When your payout is due under our payment policy: within 48 business hours after the service ends.

Price breakdown

Click a service to see what your client paid and what you receive. Only the lines that apply to that service appear. A typical Take a Chef booking looks like this:

Line	Amount
Menu ($80 × 4 guests)	$320.00
Extras ($20 × 4 guests)	$80.00
Your client pays	$400.00
You receive	$320.00

The difference between what your client pays and what you receive is our commission (20% on Take a Chef bookings). It is not shown as a separate line.

Line	What it means
Menu	Price per guest × number of guests.
Extras	Optional extras the client added at checkout.
Additional charge	Money you requested after booking (Request Money) that the client paid.
Refund	Money returned to the client (Send Money or a refund agreed with our team).
Partner discount	Only on some partner bookings. The partner covers it, so your payout does not change.
Your client pays	What the client actually paid.
You receive	Your payout for the service.

Older bookings may show the whole amount as a single Service line instead of separate menu and extras lines. The total is still correct.

Activity

Under the price breakdown, the Activity section shows:

When your client paid.
When the service was completed, or when it will be.
Your estimated payout.

Airbnb bookings

For Airbnb bookings, the breakdown shows what the client paid and what you will receive. Airbnb pays you directly, according to its own payout schedule.

How and when you get paid

Your payout is sent within 48 business hours after your service ends, as long as your bank details and billing information are complete and correct. Once sent, your bank may take a few extra days to show it.

No invoice needed. You don't need to send us an invoice to get paid, unless the booking notes or our team asked you for one.
One amount, your currency. You receive is always shown in your currency. If the client paid in another currency, we convert it with the same rate used for your payout.
Commission is already deducted. On Take a Chef bookings our 20% commission is taken before the payout, so You receive is what lands in your account.
Airbnb bookings are paid by Airbnb directly, on Airbnb's schedule, not by us.
"Service complete" is not your payout. It means the service has taken place. Check the Estimated payment column to see when your payout is due.

Before you contact us about a missing payout

If 48 business hours have passed since the service ended, check that:

Your bank details in Financials are correct and complete.
Your billing address is complete (street and number) and is not a PO box.
The booking notes did not ask you for an invoice.
There is no open complaint or adjustment on the booking. Payouts can be held while a complaint is reviewed, or while a guest change or refund is being settled.

If everything is correct and the payment still hasn't arrived, contact us with your service ID (the seven-digit number).

Refunds and additional charges

You can't charge or refund from the Transactions screen. Both are done from the booking, and the result then appears in Transactions automatically.

Charging the client for something extra (Request Money)

Use this for extra guests, upgrades, wine, extra hours or added ingredients.

Log in to Private Chef Manager and open the confirmed booking.
Click Manage, then go to the Messages page.
Click the three dots icon and choose Request Money.
Enter the amount and a short reason (the client sees the reason), check the breakdown, and send.

The client has 48 hours to pay. If they pay, the charge appears in the price breakdown and your You receive goes up. If they decline or don't pay within 48 hours, nothing changes. You can send a request from the moment the booking is paid until 48 hours after the service.

Refunding the client (Send Money)

Use this when you agree to return money, for example for fewer guests or a dish that couldn't be served.

Log in to Private Chef Manager and open the confirmed booking.
Click Manage, then go to the Messages page.
Click the three dots icon and choose Send Money.
Enter the amount to return and a short reason, review the breakdown, and confirm.

Send Money is immediate and final, so double check the amount. The refund goes back to the client's original payment method and can take up to 10 business days to appear on their side. You can refund up to 100% of the booking, from payment until 24 hours after the service. The refund then appears in the price breakdown and your You receive goes down.

Good to know

Only one money request or refund can be open per booking at a time. Wait until it is paid, declined or expired before sending another.
On Take a Chef bookings, commission applies to the final total, including additional charges. This is why a $10 extra adds $8 to what you receive.
Never share an external payment link with the client. All payments must go through the platform.
After the time limits above, any change has to be handled by our team.

Refunds decided by our team

If a client complains and a partial refund is agreed after review, the refunded amount is deducted from your payout. It appears as a refund line in the price breakdown.

Cancellations

Situation	What you receive
Client cancels and is entitled to a full refund	Nothing. The service shows as Cancelled.
Client cancels inside the no-refund period	Your full payout, sent after the service date.
You cancel a confirmed booking	Nothing. The client is refunded or offered a replacement chef.
The client doesn't open the door and you followed the no-show steps (photo of your arrival, chat message, waited 1 hour, informed us)	Your full payout.

On Airbnb bookings, Airbnb's own cancellation policy applies.

Frequently asked questions

About the screen

My service says "Service complete". Why haven't I received the money? It means the service has taken place, not that your payout was sent. Payouts go out within 48 business hours after the service ends, and your bank may take a few more days.

Why don't I see a service in the list? Only booked services appear: confirmed, complete, cancelled or refunded. Requests and proposals the client hasn't paid for are not listed. Check the status and period filters too.

Why does You receive differ from what my client paid? On Take a Chef bookings our 20% commission is deducted. Any additional charges or refunds are also added or subtracted. Open the service to see each line.

Why don't I see the commission in the breakdown? The breakdown only shows what your client paid and what you receive. The commission is the difference between the two.

Why do I see a discount on my booking? Will I get less? Some partners, such as FoundersCard, give their members a discount. The partner covers it, so your payout does not change. You will see the discount line and what the client paid. For example:

Line	Amount
Menu ($80 × 4 guests)	$320.00
FoundersCard discount (12%)	−$38.40
Your client pays	$281.60
You receive	$256.00

Why is an older booking shown as one "Service" line? For some past bookings we only have the total, so it appears as a single line. The total is still accurate.

Can I search for a client or a service ID? Not yet. Use the status and period filters.

Can I download invoices or receipts from here? Not yet. If you need our commission invoice for specific services or a date range, contact us.

The date or guest count changed in the chat, but Transactions doesn't show it. Why? Transactions only reflects what was paid or refunded. If the change affects the price, use Request Money or Send Money so it appears.

About payouts

When will I be paid? Within 48 business hours after the service ends, provided your bank details and billing information are complete and correct.

Do I need to send an invoice to get paid? No, unless the booking notes or our team asked you for one.

Where do I check or update my bank details? In Financials. Make sure your billing address has a street and number and isn't a PO box.

What should I select under "Legal status"? Self-employed if you invoice in your own name, Private individual if you're not registered, Company if you work through a registered business.

Who pays me for Airbnb bookings? Airbnb, directly, according to its payout policy.

My payout is on hold. Why? A payout can be held if your bank details or billing information are incomplete or incorrect, while a complaint is reviewed, or while a guest change, refund or additional charge on the booking is being settled. If it's your bank or billing details, update them in Financials. Otherwise, reply to our email so we can release it.

Can I get proof of my earnings or tax forms (W9/1099)? You work as a freelancer, so we can't issue tax forms. We can provide invoices for the commission we retained on your services.

About refunds and additional charges

How do I refund part of the price to the client? Open the booking, click Manage, go to Messages, click the three dots and choose Send Money. It goes back to the client's original payment method and can take up to 10 business days to appear.

How do I charge the client for extra guests or extras? Open the booking, click Manage, go to Messages, click the three dots and choose Request Money. The client has 48 hours to pay.

I sent the wrong refund amount. Can I undo it? No, Send Money is final. Contact us right away with your service ID (the seven-digit number).

My money request expired or was declined. What now? Nothing changes on the booking. Talk to the client and send a new request while you are still within 48 hours after the service.

Why can't I send a second request? Only one money request or refund can be open per booking. Wait until the current one is paid, declined or expired.

Why don't I see the Request Money or Send Money option? They work on single, paid bookings within the time limits (charges until 48 hours after the service, refunds until 24 hours after). Multi-day bookings and later changes are handled by our team.

A refund was deducted from my payout but I didn't send it. Why? The client was refunded after a cancellation or a complaint review. You'll see it as a refund line in the price breakdown. If you weren't informed, contact us.

The client cancelled. Do I still get paid? If they cancelled within the no-refund period, yes, in full after the service date. If they were entitled to a full refund, the service shows as Cancelled and there is no payout.

When to contact us

Contact our support team if:

48 business hours have passed since the service ended, your bank details and billing address are correct, and the payout hasn't arrived.
An amount in Transactions doesn't match what you agreed with the client.
You sent a refund by mistake, or a refund or money request failed.
You need a change after the Request Money (48 hours) or Send Money (24 hours) limits.
You need our commission invoice for specific services or a date range.

To help us answer quickly, include your service ID (the seven-digit number), the service date and a screenshot of the breakdown.