E-commerce: supplements, activewear, accessories
Resolving a five year Shopify reconciliation backlog
Five years and over a million unreconciled transactions across Shopify, PayPal, Afterpay and Zip, cleared and automated into a repeatable monthly routine.
- Client
- Leading health and fitness supplements provider
- Founded
- 2014
- Annual turnover
- AUD $50 Million
- Transactions reconciled
- 1M+
Pre engagement challenges
- High transaction volumes across Shopify and multiple payment gateways overwhelming manual workflows.
- Disparate, unintegrated data sources delaying reporting and complicating matching.
- Extensive spreadsheet use for B2B orders increasing error risk.
- Frequent inventory changes and refunds complicating accurate matching.
- Five years and over a million unreconciled transactions, aged debtors and unreliable reports.
- Compliance risk against Australian accounting standards, GST and BAS obligations.
Our approach
- Diagnostic review of all Shopify sales, gateway statements and reconciliation processes, mapping journal entries from order to payment.
- Platform integration with automated data feeds for sales, fees and refunds.
- Dedicated clearing accounts for each payment gateway: Shopify, PayPal, Afterpay and Zip Pay.
- Inventory and refund automation, reconciling system stock against order data with correct GST treatment.
- Real time reporting dashboards and a standardised reconciliation template for every month going forward.
The result
The backlog was cleared and reconciliation moved from an annual crisis to a routine monthly process.
The finance team gained reliable revenue and debtor numbers, a defensible GST and BAS position, and dashboards they can act on.
Frequently asked questions
Can you handle a backlog while running business as usual?
Yes. Backlog remediation runs in parallel with the ongoing monthly close so current reporting is never paused.
What happens after the backlog is cleared?
The clearing account structure, automated feeds and reconciliation template stay in place, so the same backlog cannot rebuild.