Resolve payment exceptions before balances grow.
Failed installment payments are noticed late.
Est. deploy 4–6 weeksSee the walkthrough
Back Office & Finance · Ecommerce
Match marketplace payouts to the ledger.
Fees and refunds make deposits hard to reconcile.
For: Bookkeepers and the team responsible for back office & finance in ecommerce.
01 · The outcome
What good looks like.
The team has a reconciliation worksheet awaiting bookkeeper approval, with source evidence and an explicit approval before any external action. Track unmatched payout value after review against a baseline; do not assume automation improves it.
A connected workflow that uses settlement lines, order ledger, refund references, and bank deposit to match references using deterministic totals and flag fees or refunds without counterparts. It produces a reconciliation worksheet awaiting bookkeeper approval.
Where AI helps, and where a person decides.
AI can match references using deterministic totals and flag fees or refunds without counterparts. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The bookkeeper verifies the source facts and approves the final action.
Bookkeeper is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Bookkeeper: Capture the source and scope
- Bookkeeper: Review the proposed outcome
- Bookkeeper: Release only the approved version
- Bookkeeper: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: A marketplace settlement report arrives. Connect only settlement lines, order ledger, refund references, and bank deposit. The bookkeeper confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to match references using deterministic totals and flag fees or refunds without counterparts. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check a reconciliation worksheet awaiting bookkeeper approval against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Bookkeeper has recorded approval or a reason to hold the item.
After explicit approval, save a reconciliation worksheet awaiting bookkeeper approval in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review unmatched payout value after review each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=commerce-payout-reconcile
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- COMMERCE-PAYOUT-RECONCIL-DEMO-001
- Trigger
- A marketplace settlement report arrives.
- Owner
- Bookkeeper
- Prepared output
- a reconciliation worksheet awaiting bookkeeper approval
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Unmatched payout value after review
Start with your tools.
Connect Shopify, Gorgias, Klaviyo through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
Try this week / no DAVID required
A useful first step.
This week, have your bookkeeper time five examples of this work. Use redacted copies of settlement lines, order ledger, refund references, and bank deposit to make a reconciliation worksheet awaiting bookkeeper approval manually, then list which fields required judgment.
What to measure.
- Unmatched payout value after review
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
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