How to reconcile Shopify and Stripe payouts with the bank without losing a month to it
Break each payout into sales, refunds, fees and net, match it to the bank deposit and flag anything that does not add up.
SuperCat
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We sell online with Shopify and take payments through Stripe, and I want one simple tool that reconciles payouts so the books match the bank.
Build one tool: import the Shopify orders export and the Stripe payouts and balance transactions as CSV files. For each Stripe payout, list the orders it covers and break it into gross sales, refunds, Stripe fees, chargebacks and net, then match the net to the bank deposit from a bank CSV.
Flag anything that does not add up: a payout with no deposit, an order with no payment, a refund in a different month, a fee that differs from the expected rate.
Show a monthly summary with gross sales, refunds, fees, sales tax collected and net deposits, plus a list of items still unmatched that I can mark resolved with a note.
Export the summary and the matched payouts as CSV for the bookkeeper. Phone-friendly, and let me invite my bookkeeper with a read-only login.
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What you get
- Each payout broken into gross sales, refunds, fees, chargebacks and net.
- Payouts matched to bank deposits, with anything unmatched on a short list.
- Flags for missing deposits, orders without payments, cross-month refunds and unusual fees.
- A monthly summary including sales tax collected and net deposits.
- A read-only login and CSV exports for the bookkeeper.
What usually gets in the way
- A payout is not the sum of the orders in a month. It is sales minus refunds, fees and chargebacks, paid out a few days later.
- Refunds and chargebacks land in a different period from the sale they reverse, so monthly totals never match the store report.
- Orders, payouts and bank deposits sit in three different exports with no shared identifier to line up.
- Fees differ from the expected rate for reasons nobody is told about, and they are easy to miss in a long list.
- A bookkeeper has to be given the same explanation every month.
The longer story
Reconciling a store against a payment processor goes wrong when it is done order by order. The bank does not see orders, it sees payouts, and each payout is a net figure: the sales it covers, less refunds, fees and any chargebacks. Working at the payout level, and treating the processor as a clearing account that the bank deposit then clears, matches how the money actually moves.
What makes it a monthly chore is the timing. A refund is paid out in a different period from the sale, a payout can straddle a month end, and each export names things differently. A tool that imports the three exports, builds the breakdown for every payout and shows only what does not match turns the job into a review of exceptions.
The request here is for CSV import, which works with any store and processor that can export files.
Send it as it is, or change anything first
SuperCat asks a question or two, then builds it.
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