Before and after
Before
- Months of unreconciled payouts
- 14
- Sales channels
- Shopify and Amazon, unreconciled
After
- Months of unreconciled payouts
- 0
- Sales channels
- Shopify and Amazon, reconciled monthly
What we did
- 01
Access and setup
We received staff accounts with MFA in Shopify, Amazon Seller Central, the payment processors and QuickBooks Online, plus read-only bank feeds. With the owner's agreement we connected a settlement-summary tool (A2X) so each payout could be posted as one summarized entry with its gross sales, fees, refunds and tax components. Managed devices and access logs applied throughout, and the owner kept admin ownership of every platform.
- 02
Reconciling 14 months of payouts
Working oldest month first, we pulled every Shopify payout and every Amazon settlement report for the period and matched each one to a bank deposit through our ReconBot workflow. Each payout was split into gross sales, marketplace and processing fees, refunds, chargebacks, reserve movements and sales tax collected. Deposits previously booked as sales were reversed. Anything that did not match went to the exception log with a reason and an owner.
- 03
A monthly close that includes the channels
Once caught up, each payout was matched within the week it landed. The month-end checklist gained channel-specific steps: settlement reports downloaded and tied to the ledger, reserve balances agreed, refunds and chargebacks reviewed, inventory purchases and cost of goods sold posted. Each close went through our Two-Tier Review before the owner received the pack.
- 04
Marketplace cases and payout queries
Exceptions that traced back to the platforms, such as missing reimbursements for lost inventory or reserves held longer than expected, were raised as cases with Amazon Seller Support and Shopify under the retailer's own account. The team tracked each case to a resolution in the exception log. Where a balance could not be recovered, the owner made the write-off decision.
- 05
Channel reporting
The owner now receives a monthly pack through our LedgerDesk portal: sales, fees and net payout by channel, fee percentage of gross, refund rate, and sales tax collected by state for the retailer's own sales-tax filings. The tax preparer received reconciled books for the full 14 months with the reconciliation reports attached, and the retailer kept LedgerBPO on for the ongoing monthly close.
KPIs
| KPI | Before | After |
|---|---|---|
| Months of unreconciled payouts | 14 | 0 |