Franchise reconciliation

The Franchise Reconciliation page helps multi-location operators track inter-location membership redemption balances: who owes whom when a customer redeems a membership at a location other than the one that sold it.

Getting there

• Sidebar path: Operations → Locations → Franchise reconciliation.
• Permission: franchise:read. The action is hidden without it.

Balances

The Balances card shows a matrix of net amounts owed between owners for a period (set the Period Start and Period End, or Clear to reset). Each cell is what one owner owes another. If you haven't set owners up yet you'll see Add owners before assigning locations and reconciling visits.

Obligations

The Obligations card lists each balance to settle, with Period, Payer, Payee, Visits, Net, and Status. Statuses are Pending payout, Reported, Paid, and Void.

Automatic reconciliation and settlement

Each week, Elara calculates membership-redemption balances automatically across your locations. It creates obligations and emails owner reports without staff re-entering the numbers. A report goes out only where the owner has a contact email on file and the period actually produced a balance, so a quiet week for a location sends nothing. Moving an obligation on to Paid is a staff step unless automatic settlement is switched on, which is covered below.

Automatic money movement needs both owners in a pair to be on Stripe Connect, both to have opted in to automatic settlement, and both to have connected account IDs. It also has to be switched on for the deployment as a whole by Elara, so it is not something you can turn on per account. Square and PayPal owners stay in the same reconciliation workflow for tracking, reports, and paid status, but settlement is completed outside the app and then marked Paid.

Mark an obligation reported or paid

• The weekly reconciliation emails owner reports automatically when the payer or payee has a contact email. After the report sends, the obligation moves to Reported.
• Select Report to manually move a Pending payout obligation to Reported.
• Select Paid to mark an obligation Paid.

An empty list shows No reconciliation obligations found for this period.

Owners

The Owners card is where you add and maintain the parties involved. Select Add owner to enter the owner name, contact email, active status, and payout provider.

Supported payout setup includes:

• Manual reconciliation for owners settled outside the app.
• Stripe Connect with a connected account ID and optional automatic settlement.
• Square merchant with merchant ID, location ID, and access token for tracking and reconciliation.
• PayPal tracked as manual settlement in the reconciliation workflow.

Select the pencil action on an owner to update contact, status, or payout details. Square access tokens are write-only: leave the token field blank when editing to keep the existing token.

Tips

• Set up Owners first, then assign locations to them, before balances and obligations can be calculated.
• Add owner contact emails if you want the weekly reconciliation to send owner reports automatically.
• See the Glossary for payer, payee, and obligation.