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Finance and operations

Reconcile returns without chasing four systems.

Create one controlled view of what was returned, received, refunded and posted.

For founder-led ecommerce businesses where Shopify, warehouse, carrier and accounting records drift apart. Clerq maps the workflow first, then recommends automation only where the inputs and exception rules support it.

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Plain-English definition

Returns reconciliation automation compares ecommerce, warehouse, carrier, refund and finance records, then routes unmatched items to an accountable reviewer.

How the Diagnostic tests it

Signs the workflow is breaking

  • Refunds, receipts and warehouse events are checked in separate exports.
  • Finance discovers return differences during close rather than during the week.
  • Exception ownership is unclear across customer service, operations and finance.
  • Staff repeatedly investigate the same timing and reference mismatches.

What the target workflow does

  • Pulls agreed return, refund and receipt records on a defined schedule.
  • Matches records using documented identifiers and tolerances.
  • Separates timing differences from genuine exceptions.
  • Routes unresolved items to a named owner with supporting evidence.
Controls and ownership

Automate the matching, not the accountability.

The Diagnostic defines what the workflow may resolve and what must be reviewed.

Area
Automated preparation
Human control
Source completeness
Check expected files, periods and record counts.
Operations resolves missing feeds or late warehouse data.
Matching
Apply documented IDs, dates and tolerances.
Finance approves rule changes and material exceptions.
Refund exceptions
Bundle transaction evidence and assign a reason.
Customer service or finance decides the corrective action.
Close output
Produce an audit-ready exception and status report.
Finance signs off the reconciled position.
Relevant systems

Work with the stack you already run.

Exact connections are confirmed in the Diagnostic. Common systems already within Clerq's stated scope include:

ShopifyXeroSlack

Start with a two-week Diagnostic.

Clerq traces the return journey, samples the records, identifies exception types and tests the operating case. The output is a prioritised roadmap you can take to any builder.

  • From £2,500
  • Build only when recommended
  • Three months of Run included after Build
See the DiagnosticGet the Sample Diagnostic
Questions

Returns reconciliation FAQ

Does this automatically approve customer refunds?
Not by default. The workflow boundary is set during the Diagnostic. Sensitive, unusual or material cases remain with an authorised person.
What if warehouse data arrives late?
Late data should be classified separately from a true mismatch. The workflow needs agreed cut-offs, ageing and escalation rather than silently forcing a match.
Do we have to replace our current systems?
No. The starting assumption is to connect and improve the systems you already use. A change is recommended only if the Diagnostic shows the existing setup cannot support a controlled process.
Who owns the final reconciliation?
A named finance or operations owner. Automation prepares the evidence and routes exceptions; it does not remove accountability.
Continue exploring

Related workflows and insight

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Month-end close automation

Use cleaner reconciliation data to support a more controlled close.

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Related service

Customer service triage

Route return cases with the right order and customer context.

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Practical guide

Ecommerce returns reconciliation process

Match order, carrier, warehouse, refund, inventory and finance records.

Read →
Returns reconciliation

Find out if the workflow is worth fixing.

Start with a 20-minute fit call or review the illustrative Diagnostic first.

Get the Sample Diagnostic