The payment summary is a system-generated Excel file that provides a complete breakdown of every payment batch you process on Ontop. It is designed to help finance teams validate totals, trace individual worker amounts, and reconcile payments, without relying on external spreadsheets.
The file is read-only. If you need to make changes to worker compensation or extras, do so in the platform before confirming the payment. This ensures your records stay consistent.
Exchange rates in the summary reflect the rate at the time the payment was initiated. Rates are locked when you confirm the payment and will not change after that point.
What's included in the file
The export is organized into separate tabs, each covering a different aspect of the payment batch.
Tab 1 Total summary:
High-level breakdown of compensations, extras, fees, outstanding debt, and total payable amount.
Tab 2 Fixed workers:
Per-worker detail for all workers on a fixed monthly contract, including currency, extras, and USD equivalent.
Tab 3 Pay-per-task workers:
Same detail as fixed workers, for any workers paid on a task or milestone basis.
Tab 4 Fees:
Itemized fee breakdown: Ontop fees, Direct Hiring, Contractor of Record - Tri-party agreement, and payment method fees.
Multi-currency amounts
If you manage workers paid in different currencies (for example, EUR or BRL), the summary shows both the original local currency amount and the USD equivalent side by side.
Each worker row includes the following currency-related columns:
| Column | Description |
|---|---|
| Currency | The original contract currency for this worker (e.g. EUR, BRL, USD). |
| Compensation (local) | The worker's base compensation in their contract currency. |
| Total extras (local) | Sum of bonuses and reimbursements in the worker's original currency. |
| Exchange rate | The FX rate applied at payment execution time. |
| Compensation (USD) | Base compensation converted to USD using the locked exchange rate. |
| Extras (USD) | Extras converted to USD. |
| Total (USD) | Full amount per worker in USD, the figure debited from your account. |
Local currency values are the input amounts as defined in each worker's contract. USD values are what Ontop processes. Both are included so you can trace from contract to payment without leaving the file.
Fee breakdown
The Fees tab provides full visibility into every charge applied to the batch. Each fee type is listed with:
- The base amount the fee is calculated on
- The applicable fee percentage
- The unit price (where applicable)
- The total fee amount charged
How to download your payment summary
The payment summary is available directly from the checkout screen, before you confirm your payment.
Start your payment run
From the Payments section, set up your payment batch as usual and proceed to the checkout screen.Download the summary from the checkout screen
On the checkout screen, click "Download payment summary" to export the Excel file. The file reflects the exact amounts, exchange rates, and fees shown at that moment.Review and confirm
Use the file to validate totals and worker-level amounts before confirming. Once you confirm the payment, exchange rates are locked and cannot be changed.
Frequently asked questions
Can I edit the exported file?
No. The payment summary is a read-only, system-generated reference document. Any changes to worker data or payment amounts must be made inside the Ontop platform before the payment is confirmed.
Why do I see both local currency and USD in the same row?
Ontop processes all payments in USD. The local currency columns show the original contract amounts so you can validate what each worker is owed in their agreed currency. Both are shown together to eliminate the need for manual cross-referencing.
When is the exchange rate applied?
The exchange rate is locked at the moment you confirm the payment on the checkout screen. The rate shown in the export is the exact rate used for that transaction, it will not be updated after the payment is executed.
What if the totals in my file don't match what I expected?
Check the exchange rate column for each worker. Differences between the local-currency total and your expected USD equivalent are usually due to rate fluctuations between when you reviewed the payment and when you confirmed it. If you believe there is an error, contact Ontop support with your batch ID.