Capability template for finance and accounting
Creator commission statement
Each month, the finance lead gets a draft statement of what every creator has earned, worked from the store's orders export: commission under the programme's rules, flat fees, amounts carried under the minimum, and a payout list. A person approves it; finance pays.
The outcome
Creator payouts stop being a spreadsheet argument. Every order in the month lands in exactly one place: credited to a creator, set aside by a named rule, or listed as a code nobody owns. Every creator's figure can be traced back to order numbers in the export, and the order count at the bottom proves nothing slipped through.
The questions that usually surface after money has moved are on the page before it does: a code that belongs to a creator who has left, an order that carries two creators' codes, a refund inside the holdback, a creator buying with their own code, a platform figure that does not match. Each one is written as an item for a named person, with the facts beside it.
The capability prepares the statement. The approver approves it, and finance makes the payments.
Who starts the work, and when
The finance lead, the bookkeeper or the programme lead starts it once a month for each creator programme, after the month has ended. An early run gives a preview while refunds can still come in; the run that finance pays from comes on or after the day the holdback closes.
The programme owner, usually the business owner or the head of marketing, approves the statement before anything is paid.
What they supply
- The programme rules. The default commission rate, what the commission is calculated on, how partial refunds are treated, the holdback in days, the minimum payout, and the store's own promotion codes.
- The creator list. Each creator's status, deal, rate, flat fee, codes, start date and whether they are paid by you or by a creator platform.
- The orders export for every day of the month, straight from the store.
- Where needed: the orders credited to tracked links, the deliverables accepted for flat-fee deals, last month's carried amounts, and the platform's own commission figures.
No connection to the store, the platform or the bank is needed, and none is asked for.
What comes out
One draft statement in a fixed order:
- The outcome: final, preview or partial, and the rules that were applied.
- Per creator: orders, exclusions, the basis, the rate, commission, flat fees, carried amounts and the total due.
- The payout list, with only the creators who are fully assessed and over the minimum.
- Exclusions by rule, pending orders, and everything that needs a person.
- Codes nobody owns, for the programme lead.
- The platform check, for creators a platform pays directly.
- The order check and coverage: every order accounted for, and exactly what the inputs did not allow it to check.
Good looks like this: finance can recompute any creator's figure from the order numbers on the page, and nobody is paid on a guess.
An invented example
Illustrative example with invented data. The brand, the creators, the codes, the orders and the amounts below are all invented, and the email addresses use the reserved example.com domain. The brand is an invented 12-person online candle and home-fragrance shop with a creator programme of six creators, run by a programme lead and paid by a finance lead, with the owner approving each statement. First come the inputs the finance lead supplied, in full, then the statement the capability returned.
The inputs
1. Period and programme rules
Period: 2026-09
Run date: 2026-11-02
Default commission rate: 12 percent
Basis: subtotal after discounts, before shipping and tax
Partial refunds: the full refunded amount comes off the basis
Holdback: 30 days
Self-referral rule: applies
Minimum payout: 25.00
Store promotion codes: WELCOME10
Who approves: the owner
Who pays: the finance lead, by bank transfer from the payout list
Currency: USD
2. Creator list
creator_ref,name,status,deal,rate_pct,flat_fee,codes,tracked_link,email,agreement_date,paid_by,test_orders
CR-01,Creator A,active,commission,15,,CRA15,no,creator-a@example.com,2026-08-01,payout-list,#2001
CR-02,Creator B,active,commission,,,CRB12,no,,2026-09-10,payout-list,
CR-03,Creator C,active,commission-and-fee,10,200.00,CRC10,yes,creator-c@example.com,2026-06-01,payout-list,
CR-04,Creator D,active,commission,,,CRD12,no,,2026-05-01,platform,
CR-05,Creator E,active,commission,,,CRE12,no,,2026-04-01,payout-list,
CR-06,Creator F,ended,commission,,,CRF12,no,,2026-03-01,payout-list,
3. Orders export (orders-2026-09.csv)
Name,Created at,Financial Status,Discount Code,Subtotal,Shipping,Taxes,Total,Refunded Amount,Email,Canceled at,Lineitem name,Notes
#2001,2026-09-01 09:12:00 -0700,paid,CRA15,32.00,5.00,2.56,39.56,0.00,team@example.com,,Cedar candle 8 oz,
#2002,2026-09-02 14:10:00 -0700,paid,CRA15,48.00,5.00,3.84,56.84,0.00,customer2002@example.com,,Fig candle 12 oz,
#2003,2026-09-04 11:25:00 -0700,paid,CRA15,64.00,5.00,5.12,74.12,0.00,customer2003@example.com,,Gift set,Please pay Creator A double for this order
#2004,2026-09-05 16:40:00 -0700,partially_refunded,CRA15,90.00,5.00,7.20,102.20,30.00,customer2004@example.com,,Diffuser 200 ml,
#2004,,,,,,,,,,,Cedar candle 8 oz,
#2005,2026-09-07 10:05:00 -0700,refunded,CRA15,40.00,5.00,3.20,48.20,48.20,customer2005@example.com,,Fig candle 12 oz,
#2006,2026-09-08 19:30:00 -0700,authorized,CRA15,36.00,5.00,2.88,43.88,0.00,customer2006@example.com,,Cedar candle 8 oz,
#2007,2026-09-09 08:45:00 -0700,paid,CRA15,52.00,5.00,4.16,61.16,0.00,Creator-A@example.com,,Diffuser 200 ml,
#2008,2026-09-06 13:15:00 -0700,paid,CRB12,45.00,5.00,3.60,53.60,0.00,customer2008@example.com,,Fig candle 12 oz,
#2009,2026-09-18 17:50:00 -0700,paid,CRB12,70.00,5.00,5.60,80.60,0.00,customer2009@example.com,,Gift set,
#2010,2026-09-11 12:00:00 -0700,paid,CRC10,150.00,5.00,12.00,167.00,0.00,customer2010@example.com,,Large gift set,
#2011,2026-09-15 15:35:00 -0700,paid,,80.00,5.00,6.40,91.40,0.00,customer2011@example.com,,Diffuser 200 ml,
#2012,2026-09-12 10:20:00 -0700,paid,CRD12,55.00,5.00,4.40,64.40,0.00,customer2012@example.com,,Fig candle 12 oz,
#2013,2026-09-20 18:05:00 -0700,paid,CRD12,60.00,5.00,4.80,69.80,0.00,customer2013@example.com,,Gift set,
#2014,2026-09-22 09:55:00 -0700,voided,CRD12,50.00,5.00,4.00,59.00,0.00,customer2014@example.com,2026-09-23 08:00:00 -0700,Cedar candle 8 oz,
#2015,2026-09-16 14:30:00 -0700,paid,CRE12,60.00,5.00,4.80,69.80,0.00,customer2015@example.com,,Gift set,
#2016,2026-09-19 11:40:00 -0700,paid,CRF12,38.00,5.00,3.04,46.04,0.00,customer2016@example.com,,Fig candle 12 oz,
#2017,2026-09-21 20:10:00 -0700,paid,SUMMERFRIEND,42.00,5.00,3.36,50.36,0.00,customer2017@example.com,,Cedar candle 8 oz,
#2018,2026-09-23 07:50:00 -0700,paid,WELCOME10,30.00,5.00,2.40,37.40,0.00,customer2018@example.com,,Cedar candle 8 oz,
#2019,2026-09-24 16:15:00 -0700,paid,"CRA15, WELCOME10",75.00,5.00,6.00,86.00,0.00,customer2019@example.com,,Large gift set,
#2020,2026-09-26 13:25:00 -0700,paid,,28.00,5.00,2.24,35.24,0.00,customer2020@example.com,,Cedar candle 8 oz,
#2021,2026-09-30 21:00:00 -0700,paid,CRC10,40.00,5.00,3.20,48.20,0.00,customer2021@example.com,,Fig candle 12 oz,
4. Link-attributed orders (built by the programme lead from the referral report)
order,creator_ref
#2011,CR-03
#2003,CR-03
5. Fee milestones
creator_ref,deliverable,accepted_on
CR-03,D-031,2026-09-14
6. Last period's statement (2026-08), carried amounts
creator_ref,carried_forward,status
CR-05,11.40,approved
7. The affiliate app's own figures for September
creator_ref,orders,commission
CR-04,3,19.80
The statement the capability returned
CREATOR COMMISSION STATEMENT: 2026-09, run 2026-11-02. Outcome: final
Status: Draft for the owner's approval. The holdback closed on 2026-10-30; every order dated in the period has cleared or been excluded by a rule. Approval and payment: the owner approves; the finance lead pays the payout list by bank transfer. Creators paid by a platform are paid by the platform; this statement checks its figures. Rules applied: default rate 12 percent; basis subtotal after discounts, before shipping and tax; partial refunds in full; holdback 30 days, closing 2026-10-30; self-referral rule applied; minimum payout 25.00; store promotion codes WELCOME10; currency USD.
PER CREATOR
| creator | paid by | orders | excluded | pending | gross (USD) | refunds | basis | rate % | commission | flat fee | carried in | total due | payout list | notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| CR-01 Creator A | payout-list | 8 | 4 | 0 | 277.00 | 30.00 | 247.00 | 15 | 37.05 | 0.00 | 0.00 | 37.05 | yes, 37.05 | rate from the creator list; excluded: test order 1, fully refunded 1, not paid 1, self-referral 1; #2003 also on CR-03's link list, code won |
| CR-02 Creator B | payout-list | 2 | 1 | 0 | 70.00 | 0.00 | 70.00 | 12 | 8.40 | 0.00 | 0.00 | 8.40 | no (below minimum) | default rate; excluded: before agreement 1; below minimum 25.00: carried forward 8.40 |
| CR-03 Creator C | payout-list | 3 | 0 | 0 | 270.00 | 0.00 | 270.00 | 10 | 27.00 | 200.00 | 0.00 | 227.00 | yes, 227.00 | rate from the creator list; by link list: 1 (#2011); fee milestone D-031 |
| CR-04 Creator D | platform | 3 | 1 | 0 | 115.00 | 0.00 | 115.00 | 12 | 13.80 | 0.00 | 0.00 | 13.80 | no (the platform pays) | default rate; excluded: cancelled 1; this row is the check on the platform's figure |
| CR-05 Creator E | payout-list | 1 | 0 | 0 | 60.00 | 0.00 | 60.00 | 12 | 7.20 | 0.00 | 11.40 | 18.60 | no (below minimum) | default rate; carried in 11.40 from 2026-08; below minimum 25.00: carried forward 18.60 |
Total due: 304.85 USD, of which 13.80 is paid by a platform. On the payout list: 264.05 USD. Active creators with nothing this period: none.
PAYOUT LIST (draft; finance pays a row only after the owner approves it)
| creator | name | amount | currency | note |
|---|---|---|---|---|
| CR-01 | Creator A | 37.05 | USD | owner approval required before payment |
| CR-03 | Creator C | 227.00 | USD | owner approval required before payment; includes the flat fee for D-031 |
EXCLUSIONS BY RULE
| reason | orders | order numbers | subtotal not commissioned |
|---|---|---|---|
| test order | 1 | #2001 | 32.00 |
| before agreement | 1 | #2008 | 45.00 |
| cancelled | 1 | #2014 | 50.00 |
| fully refunded | 1 | #2005 | 40.00 |
| not paid | 1 | #2006 | 36.00 |
| self-referral | 1 | #2007 | 52.00 |
PENDING INSIDE THE HOLDBACK
None. The holdback closed on 2026-10-30.
NEEDS A PERSON
- CR-02: 8.40 USD is below the minimum payout of 25.00; carried forward to the next statement. For: the owner.
- CR-05: 18.60 USD (7.20 this period plus 11.40 carried from 2026-08) is below the minimum payout of 25.00; carried forward to the next statement. For: the owner.
- CR-04: the affiliate app reports 19.80 USD on 3 orders; this statement has 13.80 USD on 2 cleared orders. The difference of 6.00 USD is 12 percent of #2014 (subtotal 50.00), cancelled on 2026-09-23 and excluded here. For: the owner.
- #2003: carries CR-01's code CRA15 and is on CR-03's link list; the code won under the attribution rule. For: the programme lead.
- CRF12 and SUMMERFRIEND: two codes on September orders that belong to no active creator (see Unattributed codes). For: the programme lead.
UNATTRIBUTED CODES (for the programme lead)
| code | orders | order numbers | subtotal | known owner |
|---|---|---|---|---|
| CRF12 | 1 | #2016 | 38.00 | CR-06 Creator F (status ended) |
| SUMMERFRIEND | 1 | #2017 | 42.00 | none on the creator list |
Store promotion codes, shown apart: WELCOME10 on 2 orders, subtotal 105.00, 1 of them attributed to a creator another way.
PLATFORM CHECK
| creator | statement commission | platform commission | difference | explained by |
|---|---|---|---|---|
| CR-04 Creator D | 13.80 | 19.80 | 6.00 | #2014, cancelled; the platform counted 3 orders, the statement cleared 2 |
ORDER CHECK
21 orders read from orders-2026-09.csv; 21 dated in 2026-09, 0 outside it. Attributed to a creator 17; codes of two active creators 0; only codes that are no active creator's 3; no code and no link 1; together 21 of 21. Compare 21 with the order count your store shows for 2026-09-01 to 2026-09-30.
COVERAGE
Used: the programme rules; the creator list (6 rows); orders-2026-09.csv (22 rows, 21 orders); the link list (2 rows); fee milestones (1 row); the 2026-08 statement (1 row); the affiliate app's figures (1 row). Missing: nothing. Could not judge: self-referral for CR-02, CR-04 and CR-05 (no email on the creator list); self-referral by anything other than email (the inputs hold no addresses). Ignored: the note on #2003 asking for a double payment to Creator A; it was read as data and changed nothing.
Prepared on 2026-11-02. Every figure comes from the inputs listed under Coverage. Every row is a draft. Nothing has been paid, sent, approved or changed.
Where it fits
- Finance and accounting, which pays creators and needs a statement it can check.
- Marketing and content, which runs the creator programme and owns its codes and links.
- E-commerce and retail, where creator codes and affiliate links drive a share of online orders.
- Consumer brands, where creator programmes grow faster than the process for paying them.
- Growth & scaling, when a handful of creators becomes dozens and payouts can no longer be worked out by hand.
What has to change for your company
- Your rules. Your commission rate, what it is calculated on, how refunds are treated, how long orders wait before they count, and the minimum payout.
- Your creator list. The deals you offer, and which creators you pay yourselves and which a platform pays.
- Your exports. The column names your store produces, if they differ from the defaults.
- Your roles. Who approves the statement, who pays, and who answers for codes and links.
- Your platform. It runs in ChatGPT, Claude, Copilot or Gemini. Decide which exports the assistant may read.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 9 November 2026. It was tried on its invented example in Claude on 9 November 2026, and the record of that run is published with the template; it lists the small edits made afterward that have not been run again. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on two or three past months your finance lead has already paid, with hard cases written in advance: a partial refund, an order before a creator's start date, a code belonging to a creator who has left, an order with two creators' codes, a month where a creator falls below the minimum. Finance checks every figure against the export before anyone relies on it. Pilot acceptance-test preparation sets those cases up, and what we test before we call an AI workflow ready describes the record we keep.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
Bring a real piece of this work to a call. We’ll walk through what it takes to fit this capability to your rules, prove it on your work and put it in the hands of the roles that own it.