Process seller payouts

When to process a seller payout

Use this workflow after a one-of-a-kind item has sold and is ready to be paid out to the seller.

In Ribbn, sold items move through statuses so your team can track where each item is in the payout process:

Payout timing

In-store sales

For in-store sales, items usually move to payout faster.

After the sale, the item moves to Sold – Return period open. If your store does not apply its own return or exchange policy to in-store purchases, you can usually move the item directly to Sold – Seller to be paid.

If your store does allow in-store returns or exchanges, wait until that period has ended before preparing payout.

Online sales

For online sales, keep the item in Sold – Return period open until:

• the customer has received the item, and
• 14 days have passed

Once both conditions are met, move the item to Sold – Seller to be paid.

Step 1: Find items ready for payout

Start when the item is already in Sold – Seller to be paid.

1. In Ribbn Admin, go to Product View.
2. Apply the filter Sold – Seller to be paid.
3. If needed, filter by To Be Paid Date to prepare a payout run for a specific day.

This helps you review all sold items that are ready for payment.

Step 2: Request or confirm the seller’s bank details

Before sending payment, make sure you have the seller’s payout details.

You can request or confirm details in two ways.

Option A: Message the seller in the app

Use Chat to contact the seller directly.

Option B: Message multiple sellers in bulk

If you need details from several sellers at once:

1. Select the relevant items or sellers.
2. Click Select All.
3. Open Bulk Action.
4. Choose Message vendors of selected items.
5. Send a message asking for their bank details.

A simple message can include:

• that their item has sold
• that the payout is ready to process
• that you need their bank details to complete payment

Step 3: Send the payout

Once the seller’s payment details are available:

1. Log in to your store’s online banking platform.
2. Send the payout to the seller using the details they provided.

If your store uses Seller Self Payout, the seller may instead receive a notification that their funds are ready to cash out in the app. In that flow, the seller can provide payout details by:

• connecting a bank account
• entering an IBAN manually

After cash-out is requested, funds typically arrive within two business days.

Step 4: Mark the item as paid

After the payment has been sent:

1. Return to Ribbn Admin.
2. Select the paid item or items.
3. Update the status to Sold – Seller paid.

This keeps inventory attribution and payout records accurate across your store workflow.

Seller Self Payout workflow

If your store uses Seller Self Payout, the status handoff is slightly different.

1. The item sells and moves to Sold – Return period open.
2. When the item is eligible for payout, move it to Sold – Seller Self Pay.
3. This triggers:
   • an email notification to the seller
   • an in-app status card showing funds are ready
4. The seller opens the app and taps Cash Out.
5. The seller adds payout details and completes the cash-out flow.

This is useful for omnichannel resale workflows where sellers manage their own payout after store approval.

Best practices

• Review sold-item statuses daily.
• Separate in-store and online items when checking payout readiness.
• Wait until online return timing has fully passed before approving payout.
• Make sure bank details are confirmed before sending payment.
• Mark items as paid immediately after the transfer is complete.
• Use bulk messaging when several sellers are waiting on payout.

Common exceptions

The item sold in store, but your store offers returns

Wait until your store’s return or exchange window has ended before moving the item to Sold – Seller to be paid.

The item sold online, but delivery is not confirmed

Do not start payout timing from the order date alone. Wait until the customer has received the item, then count the 14-day return period.

The seller has not shared bank details

Leave the item in Sold – Seller to be paid and message the seller to request the missing information.

The payout has been sent, but the item was not updated

Update the item to Sold – Seller paid as soon as possible so your team does not accidentally include it in another payout run.

Quick checklist

Use this checklist for day-to-day payout processing:

• Confirm the item is sold
• Check whether it was sold in-store or online
• Wait for the correct return-period timing
• Move the item to Sold – Seller to be paid
• Filter ready items in Product View
• Request or confirm bank details
• Send the payout
• Mark the item as Sold – Seller paid

Related operational notes

For stores selling one-of-a-kind resale inventory, accurate status handling matters because each item can only be sold and paid out once. Keeping seller payout statuses up to date helps your team:

• avoid duplicate payouts
• track which seller earnings are still outstanding
• keep day-to-day resale operations organized across in-store and online sales

If a seller is asking when they will receive money, first confirm the item’s sold status, whether the return period has ended, and whether payment details are on file.