What to retain.
WHAT TO KEEP
Transaction records from your gateway Settlement records Order records from your site Refund records Any dispute correspondence
WHY
Your accountant needs them Disputes require evidence Tax obligations require records
HOW LONG
Follow your accountant's advice on retention.
Generally several years.
WHERE
Exported and stored, not only in the gateway dashboard.
A gateway account closed or a service discontinued takes the records with it.
WHAT TO EXPORT REGULARLY
Monthly transaction and settlement reports.
WHAT NOT TO STORE
Card numbers. Ever.
Your records should contain transaction references, not card details.
FOR RECONCILIATION
Keeping both gateway and shop records makes reconciliation possible.
WHAT TO GIVE YOUR ACCOUNTANT
Gateway settlements, fees, refunds, and your order records.
WHAT TO DOCUMENT
Which gateway, which account, who has access.
