How to Track Payouts Across Multiple Prop Firm Accounts

If you're trading multiple prop firm accounts, you've probably experienced the chaos: logging into 5 different dashboards, calculating buffers in your head, forgetting which accounts are close to payout eligibility, and tracking everything in a messy spreadsheet.

It doesn't have to be this way.

In this guide, I'll show you how successful prop firm traders organize their accounts, track their payouts, and never miss another withdrawal opportunity.

The Problem with Multiple Prop Firm Accounts

Most traders start with one funded account. Maybe it's a 50K Apex account or a TopStep combine. But once you pass, you realize: why not scale?

Before long, you're juggling:

• 3-5 funded accounts across different firms
• Different payout rules for each firm
• Varying buffer requirements (some trailing, some static)
• Multiple login credentials and dashboards
• Different payout schedules and minimum thresholds

The complexity adds up fast. One mistake — trading a blown buffer, missing a consistency rule, requesting a payout too early — can cost you an entire account.

What You Actually Need to Track

Every funded account has critical metrics that determine whether you can withdraw money:

Metric	Why It Matters
Current Balance	Your total account value right now
Buffer to MLL	How much cushion you have before hitting the Maximum Loss Limit
Payout Eligibility	Have you met the minimum profit threshold?
Consistency Score	Some firms require no single day exceeds X% of total profit
Trading Days	Minimum days required before withdrawal
Trailing vs Static DD	Does your drawdown "lock in" or follow your peak?

Now multiply this by 5 accounts across 3 different firms, each with slightly different rules. See the problem?

The Spreadsheet Approach (And Why It Fails)

Most traders start with a Google Sheet. It seems logical — just track your accounts manually:

• Row for each account
• Update P&L after each session
• Calculate buffer manually
• Check firm websites for payout rules

The problems?

• You forget to update it (we all do)
• Formulas break when firms change rules
• No alerts when you're close to MLL
• Trailing drawdown is a pain to calculate
• Context switching kills your focus

Spreadsheets are great for simple tracking. But prop firm rules are complex — trailing drawdown, consistency requirements, minimum trading days — a spreadsheet can't keep up.

A Better Solution: Purpose-Built Tracking

The best prop firm traders use dedicated tools that understand firm-specific rules. Here's what to look for:

✅ Must-Have Features

• Multi-account dashboard — See all accounts at a glance
• Automatic buffer calculation — Trailing and static drawdown handled
• Firm-specific rules built in — No manual rule tracking
• Payout eligibility alerts — Know when you can withdraw
• P&L sync from your broker — No manual entry

🎯 Nice-to-Have Features

• ROI tracking per account (are your evals worth it?)
• Consistency rule monitoring
• Historical payout tracking
• Trade journaling integrated

How Top Traders Stay Organized

After talking with dozens of funded traders, here's the system that works:

1. Morning check — Review all account buffers before trading
2. Position sizing by buffer — Reduce size on accounts near MLL
3. Weekly payout review — Check eligibility across all accounts
4. Monthly ROI audit — Are your eval costs worth the payouts?

The key is having all this information in one place, updated automatically, with firm-specific rules built in.

Supported Prop Firms

Different firms have vastly different rules. Make sure whatever tool you use supports:

• Apex Trader Funding — Trailing drawdown, $100 buffer minimum
• TopStep — Static drawdown, consistency rules
• MyFundedFutures — Multiple plan types, varying DD
• Tradeify — 80/20 split, specific buffer requirements
• Take Profit Trader — Trailing to static progression
• Bulenox — EOD drawdown, unique rules

Each firm's rules are different. A good tracking tool should know these automatically — you shouldn't have to look them up every time.

Stop Losing Accounts to Poor Tracking

The math is simple: if tracking your accounts properly saves even one funded account per year, it's worth any reasonable investment in tools.

A $150K funded account blown because you forgot to check your buffer? That's thousands in potential payouts — gone.

Whether you use PayoutLab, a sophisticated spreadsheet, or another tool — the important thing is having a system. Know your buffers. Know your eligibility. Protect your accounts.