Every night we hand-reconciled orders, fees, and refunds from every channel. One number off and you started over. On closing day, working through the early hours was the default.
What was the problem
The data itself was all there. The problem was that it was scattered across each channel in a different format, and matching it up was entirely on a person.
SHCollect ordersMTReconcileGSLog to sheetSLSlack report
How we solved it
- Daily auto-collection of order and settlement data by sales channel
- Rule-based cross-check of fees, refunds, and shipping costs
- Flag only the items that don't match
- Log results to a sheet and post a summary to Slack
The shift was from 'a person checks everything' to 'a person only checks the exceptions'. The workflow handles the clean items; people look at the flagged ones.
3.5h to 15 min
Daily settlement time
Zero late nights
On closing day
I don't do settlement at 3 a.m. anymore. The workflow does.— Shop Owner