A simple routine for logging every payout request, profit split and fee, so you always know what your funded accounts actually paid you.
Create one account per funded or evaluation account you hold, with its firm name, account size and the currency it trades in. Keeping accounts separate matters: a payout from one firm should never be mixed with another firm's numbers.
Record each evaluation fee, reset fee and subscription as an expense against the account it belongs to. These are real costs, and your true profit is only what you received minus what you paid to get there.
When you request a withdrawal, log the amount you asked for and the date. A request is pending money, not money you have — the firm can still approve, reject or adjust it.
Mark each request as it moves: approved, paid, rejected or cancelled. This shows you how long each firm really takes and how often requests fail, per firm.
When the money lands, enter the amount you actually received and its currency. If your account trades in dollars but you are paid in pounds, record the pounds. Totals are kept per currency, so dollars and pounds are never added together.
With payouts received and fees logged, you can see what each account has genuinely paid you: received money minus evaluation, reset and subscription fees. That figure — not the account size and not the requested amount — is your real result.
The same routine with real numbers. The figures below are illustrative — firms differ in splits, fees and payout rules, so check your own firm's terms.
A $100,000 funded account with an 80% profit split, trading in dollars. You request a withdrawal and get paid in pounds.
Log the request as pending ($3,950 expected), then mark it paid with £3,120 received in GBP. The £3,120 is the real money — the estimate is only an estimate. Dollars and pounds are never added together.
The same account a month later. You request again, but the account breaches its daily loss limit before the payout is processed.
Mark it rejected. A rejected request is never counted as income, and the profit it came from stays eligible for a future payout — the tracker keeps the two apart.
Six months on: two paid payouts, two fees you paid out of pocket, and one question — was it worth it?
This is the figure that matters: what arrived, minus what you paid to get there — not the account size, and not the amounts you requested.