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Reconciling Shopify Sales To Bank Deposits


April 23, 2023

Shopify is a leading e-commerce platform that enables businesses to create and manage their online stores with ease. It provides a range of tools and features designed to help entrepreneurs build, launch, and grow successful e-commerce businesses. However, when it comes to bookkeeping, Shopify is not without fault. This is especially true when you need to reconcile deposits from Shopify to your bank account.

If you run your business like most other eCommerce businesses, then you want to make it as easy as possible for customers to get through the checkout process with ease. This means that you may offer Amazon Pay, PayPal, Google Pay, Apple Pay, Affirm, Shop Pay, and/or Shopify Payments (just to name a few). If you only accepted Shopify Payments, it would be easy to reconcile your sales and business financials with your bank deposits from Shopify. In theory, everything would match up perfectly.

But when you have so many third-party gateways paying out at different intervals and with their own fee structures, trying to make sense of the numbers can be nearly impossible. Unfortunately, Shopify does not tell you which deposit applies to which sale, or how many fees were taken out, making manual payment reconciliation virtually impossible.

So, what can you do to reconcile Shopify bank deposits with your sales data? Is it worth the trouble to use multiple payment processors? Finally, is there an automated solution to reconcile bank deposits from disparate payment gateways?

In today’s guide, we will answer all of these questions and show you how to reconcile Shopify in QuickBooks or Xero. But first, let’s examine why it can actually benefit your business to use multiple payment methods and processors:

The Benefits Of Offering Multiple Payment Methods

Offering multiple payment methods on your Shopify store can significantly enhance the user experience. By providing at least two or three of the most popular payment options on the market, you can cater to a broader range of customers, making it more convenient to shop and complete transactions. Here are some of the most important benefits to consider:

  • Improved Conversion Rates - By offering a wide array of payment options, you eliminate potential barriers to purchase, making it more likely that customers will complete their transactions. This can lead to higher conversion rates and increased sales.
  • Enhanced Customer Experience - Each customer has different preferences when it comes to making payments online. By providing multiple options, you give your customers the flexibility to choose their preferred method, leading to a more enjoyable and frictionless shopping experience.
  • Expanded Customer Base - Offering various payment methods can help you reach a broader audience, including international customers who may have specific payment preferences based on their region. This can lead to an expanded customer base and increased sales opportunities.
  • Increased Trust and Credibility - Supporting well-known and trusted payment methods can enhance your store's credibility in the eyes of potential customers. This can lead to increased trust and a higher likelihood of customers choosing your store over competitors who may have limited payment options.
  • Reduced Cart Abandonment - Customers may abandon their shopping carts if their preferred payment method is not available. By offering multiple options, you minimize the chances of cart abandonment and increase the likelihood of successful transactions.

The Challenge Of Reconciling Shopify Payments From Multiple Gateways

Reconciling Shopify payments from multiple gateways can be challenging, as it requires managing and consolidating financial data from various sources. Here are some common challenges that you will likely face when trying to reconcile payments on your own:

  • Disparate Data Formats - Different payment gateways often provide transaction data in various formats, making it challenging to consolidate and analyze the information. This can lead to discrepancies, errors, and increased time spent on manual data entry and adjustments.
  • Time-Consuming Manual Processes - Reconciling payments from multiple gateways may involve manually downloading transaction reports, converting them into a compatible format, and then importing them into accounting software or spreadsheets. This process is time-consuming and can increase the risk of human error.
  • Tracking and Reconciling Fees - Each payment gateway has its own fee structure, which may include transaction fees, currency conversion fees, and other charges. Keeping track of these fees and accurately reconciling them with your sales data can be complex and tedious.
  • Currency Conversions - If you operate in multiple countries or accept payments in various currencies, you need to manage currency conversions and fluctuations. This can add an extra layer of complexity to the reconciliation process.
  • Managing Chargebacks and Refunds - Handling chargebacks and refunds across multiple payment gateways can be challenging, as each gateway may have its own process and timeline for resolving disputes. Nonetheless, tracking and reconciling these transactions is essential for maintaining accurate financial records.

How Poor Reconciliation Negatively Affects Your Business

Shopify payment reconciliation is not just about the peace of mind you get knowing exactly where each bank deposit is coming from. Accurate and timely reconciliation is crucial to maintain a healthy financial outlook. Here are just a few ways in which poor payment reconciliation can adversely affect your eCommerce business:

  • Inaccurate Financial Reporting - Failing to reconcile your payments accurately can lead to discrepancies in your financial reports, such as profit and loss statements or balance sheets. This can make it difficult to assess your business's true financial health and create a misleading picture of your financial performance.
  • Cash Flow Issues - If payment reconciliation is not done properly, you might not have an accurate understanding of your cash flow. This can lead to unexpected cash shortages, making it difficult to pay your suppliers and employees on time.
  • Difficulty in Budgeting and Forecasting - Inaccurate payment reconciliation can make it challenging to create accurate budgets and financial forecasts. This can affect your ability to make good decisions about inventory management, marketing strategies, and other important aspects of your business.
  • Increased Risk of Errors - If you do not reconcile payments correctly, you could be leaving your business vulnerable to erroneous bookkeeping. It can also be harder to detect unauthorized transactions, which might result in financial losses.
  • Compliance Issues - Inaccurate payment reconciliation can lead to issues with tax reporting and other regulatory compliance requirements. This may result in penalties, fines, or even legal issues.
  • Strained Business Relationships - Delayed or inaccurate payments to suppliers and partners due to poor reconciliation can strain business relationships and result in lost opportunities or unfavorable terms in future negotiations.
  • Reduced Customer Trust and Satisfaction - Failure to properly handle refunds, chargebacks, or other payment-related issues may negatively affect customer satisfaction and trust in your business.

Using ConnectBooks Automation To Reconcile Shopify

To avoid the negative consequences outlined above, it is essential to prioritize payment reconciliation in your eCommerce business. Invest in tools and processes that can help you automate and streamline payment reconciliation, ensuring accurate and timely financial data. Fortunately, ConnectBooks automatically manages and reconciles payments from multiple gateways on your Shopify store, transforming the way you handle your financial data and making payment reconciliation a breeze.

ConnectBooks is a comprehensive solution designed to help you efficiently reconcile payments, track expenses, and gain insights into your financial performance. Say goodbye to tedious manual processes and embrace the power of automated payment reconciliation with ConnectBooks.

Do you want to learn more about managing all of your eCommerce channels in one place? If so, reach out to the experts at ConnectBooks today!