E-commerce financial reconciliation

Trace your payouts. Understand the differences.

See how your orders, payment activity and bank deposits connect. Get a reconciliation workbook and a clear list of differences for your bookkeeper to review. Fixed scope, $2,500, ten business days.

Request the example by email See the offer

Start by email; no sales call required. We use AI to assist the analysis and check the results against your original records. We agree how your data will be handled before you send files. Free check: one processor, one payout period, within two business days after usable inputs and agreed handling.

Synthetic example / fictional data

Gross order value$6,692.71

Fees and gross reversals−$449.38

Expected settlement$6,243.33

Evidence check / not a recovery claim

Expected settlement$6,243.33

Bank deposits$6,196.03

Unexplained difference$47.30

The $47.30 remains listed for review until the records explain it.

Who's behind this

Built on accounts receivable and cash operations experience.

I'm Adrian Penn. I work in accounts receivable and cash operations at a Fortune 500 company, checking that records across systems match before they are reported. Previously, I spent two years in customer success and management operations at a startup, working with ecommerce finance and payment disputes. Luminary Solutions brings that experience to a focused task: helping sellers understand how their orders, payment activity and bank deposits connect.

Adrian Penn, founder of Luminary Solutions

The problem

One deposit can contain many transactions.

It's sales, minus fees, minus refunds, minus chargebacks, bundled into a single number that lands on a different day than the sales that made it up.

multi-channel

Processor payout schedules and transaction dates can cross month-end. We check the source dates and settlement records rather than assuming a deposit belongs to one sales period.

miscategorized

Treating a net deposit as sales can mix fees, refunds, tax and timing effects. The source trail gives your bookkeeper the detail needed to review the treatment.

compounding

Older gaps may need additional reports and supporting records. We assess the available evidence and agree the scope before work starts.

What you get

A workbook and summary with a clear source trail.

Reconciled dataset

Orders and settlement records linked where the supplied evidence supports a match. Fees and reversals are identified, and unmatched items stay visible alongside the formulas.

Exception log

Anything that didn't match cleanly, flagged with exactly what's needed to resolve it. Nothing gets silently estimated.

Cash and reconciliation dashboard

See sales before tax, fees, refunds, disputed amounts, expected payouts and unresolved differences in one place. Each figure is tied to the supplied records for your accountant to review.

View a synthetic reconciliation example (PDF) before you send anything.

Why it happens

Five reasons payout and sales figures can differ.

A difference can reflect timing or transaction detail rather than an error. These are examples of what the source records may explain.

Fees are netted before you see the deposit

Processor fees may be deducted before settlement. We use the processor's transaction detail to separate those fees from the amount deposited.

Refunds and chargebacks post late

A refund for a September sale may be deducted from an October payout. Comparing deposits with orders from just one month can miss that timing difference.

One deposit covers many orders

A bank deposit may combine many orders. The processor's payout and transaction identifiers provide the link to the underlying records; missing links remain exceptions.

Reserves and rolling holds delay timing

Some processors hold back part of a payout as a reserve and release it later. The eventual deposit may relate to earlier sales rather than orders placed that day.

Multi-currency sales convert at the processor's rate

When a sale and payout use different currencies, the processor's conversion rate and fees affect the amount received. Those details need to be included when comparing the payout with the order.

How it works

Ten business days, three checkpoints.

Day 0

Kickoff

After agreement, receive a secure intake checklist and deposit invoice. Production starts when the deposit is available and the agreed exports are complete.

Day 3–5

First pass

We check each processor separately and send you a list of differences, with any additional records needed to resolve them.

Day 10

Handoff

Final payment, then the full package: reconciled dataset, exception log, dashboard, and a one-page summary for your accountant.

See the approach

Review a worked example before you commit.

The sample uses fictional data to show the workbook, checks and reporting you can expect. Deliverables are checked against the original records and tested for numerical consistency before release. Client feedback will be shared here only with permission.

The offer

Fixed scope. Fixed price.

Reconciliation Sprint

Dates, processors, transaction volume and required exports agreed before signing.

USD Shopify order, Stripe and PayPal data assessed for scope fit
Reconciled dataset with working formulas
Exception log for anything unresolved
Cash and reconciliation dashboard with source-backed measures
One-page executive summary for your accountant

$2,500

Fixed fee for the agreed scope. Other processors, currencies and export formats require a separate fit assessment before acceptance.

50% to begin
50% before final-file release
10 business days

The scope includes source checks and review before release. Unresolved items remain documented.

Agreement details

What this is, and what it isn't.

Scope: Data reconciliation and organization. This is not bookkeeping, accounting, or tax advice. The output is built for your accountant or bookkeeper's use.
Payment: 50% deposit to begin, 50% before final-file release. Payment methods are confirmed on your invoice and in the agreement. Pending payments are not treated as available funds.
Access: You send exports; no system login or banking credentials are ever requested.
Processing: We agree which tools may process your data before you send files. AI helps with the analysis, and results are checked against the original records. Luminary Commerce LLC is responsible for the agreed deliverables.
Confidentiality: Covered under a simple NDA, signed before any files are exchanged.
Timeline: Ten business days after the scope is signed, complete usable exports are received and the agreed deposit is available. Missing evidence is flagged promptly; any extension is agreed in writing.

For bookkeeping and CFO firms

Reconciliation support for your next client close.

When your firm needs subcontracted help with a defined reconciliation, review a synthetic example before sharing any client data.

Your firm keeps the client relationship and reviews the output. I return the source trail, calculations and unresolved items for the agreed scope. Sample review, scope questions and progress updates can be handled by email. Calls are optional and arranged by mutual agreement.

Request the example for your firm

Questions

Before you reach out.

Is AI used to process my files? +

Yes. We use AI to help organize and analyze your exports, then check the results against the original records. Any unresolved differences are included in your report. We agree which tools may process your data before you send files.

Do you give tax or legal advice? +

No. I reconcile and organize the supplied data. Your accountant or legal adviser handles questions requiring accounting, tax or legal judgment.

What if my books are a mess? +

We first assess the available exports and agree the scope. Missing records and unexplained differences are listed with the evidence needed to investigate them.

How is this different from a bookkeeper? +

Bookkeeping can include reconciliation. Luminary Solutions offers a focused cleanup of the exports for an agreed period. Your bookkeeper or accountant receives calculations tied to the original records and a list of differences to review.

What do you need from me to start? +

Tell us the date range, payment processors, approximate number of transactions and reports you can export. We confirm the scope and secure transfer method before requesting files. After the agreement, you receive an intake checklist and deposit invoice.