# Reconcile Refunds Across Your Store and Your Books

Source: https://maito.app/workflows/reconcile-refunds-across-payment-and-books

Before a refund goes out, Maito checks the original sale and approval, then records it once in the books. Updates land in Slack.

Before a refund is issued, Maito checks the original sale and approval, then records it once in the books.

[Finance](https://maito.app/workflows/team/finance) · [Ecommerce](https://maito.app/workflows/industry/ecommerce) · When something happens · Updated October 19, 2026

Works with

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

## How do you reconcile refunds across payment and books?

To reconcile refunds across payment and books, connect your store and accounting. When a refund is requested, Maito checks the original sale, confirms the approval and flags anything off. After it's issued, it records the refund once in the books so the two always agree.

## How it's done today

A credit is issued in one tool and the payment in another, and sometimes both happen twice.

## What Maito does

1.  Check the original order and the approval
2.  Check no refund already exists
3.  Prepare the refund and the accounting entry
4.  Wait for a person to release it

## Example

Loop run: Refund approved by Sam in #support

**Maito** (3:15 PM):

Refund for **order 10431**, Lucy Bell, $64.00 of $186.40, approved by Sam today.

Checked:  
• Original payment Oct 12, $186.40. Matches.  
• Approval: Sam, damaged mug.  
• Accounting: a credit note for $64.00 already exists, dated Oct 15.

Catch: the processor shows no refund, but the books already hold a credit note for the same $64.00. Posting a second entry when the money goes out would record $128.00 returned.

I haven't released anything. Omar, should I update the credit note's status after the payment goes out, or leave it?

**Omar** (3:22 PM):

keep the credit note. I'll release the $64 refund now.

**Maito** (3:23 PM):

Noted. When the refund shows in the processor I'll link it to the credit note and mark order 10431 as refunded once. If a second request arrives, I'll stop it and tell you.

## How to set it up

When something happens Reconcile refunds across payment and books

Ask your agent

“When Sam marks a refund approved in #support, check the original order and whether a refund exists, prepare the books entry and ask Omar to release it.”

Connect ecommerce platform

-   Shopify
-   Amazon Selling Partner

Connect accounting software

-   QuickBooks
-   Xero

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

## What it won't do

It can't decide whether a refund is deserved. It checks the records and leaves the approval to your team.

## Questions

### Which tools does it use?

Shopify or Amazon Selling Partner for sales and refunds, and QuickBooks or Xero for the books.

### Does it issue refunds?

No. A person approves and issues them. Maito checks beforehand and records afterward.

### How does it avoid double entries?

It checks the books for the same refund before recording and stops if one exists.

## 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%2Freconcile-refunds-across-payment-and-books)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)