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Reconciliation

Why payouts don't match sales. Weekly reconciliation SOPs and automated tracking.

The Problem

Dashboard numbers don't match bank account. Common gaps:

  • Shopify payouts vs actual sales
  • Payment processor fees not accounted for
  • Refunds processed but not reflected
  • Chargebacks deducted after payout
  • Currency conversion differences
  • App subscription fees

Why Payouts Don't Match Sales

Shopify Payouts

What's included: Sales minus transaction fees, minus refunds, minus chargebacks.

What's not: App subscriptions, currency conversion fees, reserve holds.

Timing: Payouts are batched (daily/weekly), so today's sales may not appear until next payout.

Amazon Payouts

What's included: Sales minus referral fees, minus FBA fees, minus refunds.

What's not: Advertising spend, storage fees (billed separately), reserve holds.

Timing: 14-day hold period, then bi-weekly payouts.

Weekly Reconciliation SOP

  1. 1.
    Export sales data

    Download CSV from Shopify/Amazon for the week. Include: gross sales, refunds, fees.

  2. 2.
    Export payout data

    Download payout statements from payment processor. Match dates to sales period.

  3. 3.
    Calculate expected payout

    Gross sales - transaction fees - refunds - chargebacks = expected payout.

  4. 4.
    Compare to actual payout

    Expected vs actual. If difference > $50, investigate.

  5. 5.
    Account for timing differences

    Some sales may be in next payout cycle. Track pending payouts.

  6. 6.
    Document discrepancies

    Note any unexplained differences. Follow up with support if needed.

Reconciliation Template

Gross Sales

$X,XXX.XX

Transaction Fees

-$XX.XX

Refunds

-$XX.XX

Chargebacks

-$XX.XX

Expected Payout

$X,XXX.XX

Actual Payout

$X,XXX.XX

Difference

$XX.XX

Last updated: December 14, 2025

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