Payout Reconciler
Reconcile payouts from 5 platforms into clean accounting entries
Shopify, Amazon, PayPal, Stripe, and eBay all pay out in lump sums that do not map neatly to orders. This recipe matches the pieces, categorizes fees, and prepares accounting-ready entries.
INGREDIENTS
PROMPT
Set up automated financial reconciliation for my ecommerce business. Pull payout and settlement reports from [Shopify/Amazon/eBay/PayPal/Stripe]. Match each deposit to individual orders. Categorize all fees: marketplace referral fees, payment processing, FBA fees, advertising deductions, return deductions, shipping label costs. Push categorized journal entries to [QuickBooks Online/Xero] via API. Map to my chart of accounts: [provide account mappings or let the Claw suggest standard mappings]. Flag any transactions that can't be automatically matched. Handle multi-currency conversions at transaction-date rates. Run after each payout cycle and send me a reconciliation summary.
How It Works
Your Claw pulls settlement and payout reports from every platform, matches
deposits to individual orders using order IDs and timestamps, categorizes
fees by type (marketplace, processing, FBA, advertising, returns), and
pushes properly categorized journal entries to your accounting software.
What You Get
- Automatic matching of bank deposits to platform payouts
- Fee categorization across all platforms (Amazon's 47 fee types included)
- Clean journal entries pushed to QuickBooks Online or Xero via API
- Exception flagging for transactions that don't match
- Multi-currency handling for international sellers
- Monthly close package ready for your accountant
Setup Steps
- Connect your sales platforms for payout and settlement data
- Connect your accounting software (QuickBooks Online API or Xero API)
- Map your chart of accounts (which fees go to which expense categories)
- Run the first reconciliation against your most recent month and verify accuracy
- Set it to run automatically after each payout cycle
Tips
- Amazon settlement reports have a 24–48 hour delay — account for this in reconciliation timing
- PayPal holds and reserves create timing mismatches — the Claw flags these instead of force-matching
- Multi-currency requires exchange rate tracking at the transaction date, not the settlement date
- Start with one month of historical data to validate before trusting it for ongoing use
- Your accountant will love you — clean, categorized entries instead of a pile of bank statements