# Payout Reconciliation: Match Channel Payouts to Orders

Source: https://maito.app/workflows/match-sales-channel-payouts-to-orders

Maito breaks each sales-channel payout into orders, fees and refunds, so deposits match sales and any gap is explained. Posted in Slack.

Each payout is broken into orders, fees and refunds, so deposits match sales and gaps get explained.

[Finance](https://maito.app/workflows/team/finance) · [Ecommerce](https://maito.app/workflows/industry/ecommerce) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)
-   [Airtable](https://maito.app/workflows/tool/airtable)
-   Microsoft 365

## How do you match sales-channel payouts to orders?

To match sales-channel payouts to orders, set a scheduled Loop in Maito. It splits each payout from Shopify or Amazon into orders, fees and refunds, compares it with the deposit in your books, and posts any gap in Slack with the likely reason. You get one reconciled view per payout.

## How it's done today

Bank deposits are treated as sales, and the differences build up unseen.

## What Maito does

1.  Pull payouts and the orders behind them
2.  Subtract fees and refunds
3.  Find timing gaps and unmatched orders
4.  Prepare entries for review

## Example

Loop run: Monday 8:00 AM · Weekly payout check

**Maito** (8:00 AM):

Payout of $11,942.16 deposited Oct 19, covering Oct 12 to 16.

**Gross sales:** $12,880.00 (214 orders)  
**Fees:** minus $402.54  
**Refunds:** minus $535.30 (9)  
**Net:** $11,942.16. This matches the deposit.

Two orders have no payout yet: 10466 ($142.00) and 10470 ($86.50), both placed Oct 16 after the cutoff, so they'll arrive in next week's payout.

Catch: refund fees. Eight of the nine refunds also lost their original fees, $31.20 in all, which aren't returned. That's normal, but it's why net is lower. Source: ecommerce payout report and accounting software. Attached: payout-oct-19.xlsx.

**Omar** (8:14 AM):

prepare the entry for the books.

**Maito** (8:17 AM):

One entry is prepared for your review: sales $12,880.00, fees $402.54, refunds $535.30, bank $11,942.16. I haven't posted it.

## How to set it up

On a schedule Match sales-channel payouts to orders

Ask your agent

“Every Monday at 8, reconcile last week's payouts with orders, fees and refunds from our store, post the differences in #finance and prepare the books entries for review.”

Connect ecommerce platform

-   Shopify
-   Amazon Selling Partner

Connect accounting software

-   QuickBooks
-   Xero

Connect spreadsheet

-   Airtable
-   Microsoft 365

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It can only explain a gap using what the channel and the books record. Unrecorded adjustments stay as open questions.

## Questions

### Which tools does it use?

Shopify or Amazon Selling Partner, QuickBooks or Xero, and a spreadsheet in Airtable or Microsoft 365.

### Does it post entries to the books?

No. It reports the match and the gaps. A person approves any entry.

### How often does it run?

On the schedule you set, such as after each payout or weekly.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fmatch-sales-channel-payouts-to-orders)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)