E-commerce financial reconciliation

Trace your payouts. Understand the differences.

Order records, processor activity and bank deposits, organized into a source-linked reconciliation for your bookkeeper to review. Fixed scope, $2,500, ten business days. Start with a synthetic example by email.

Request the example by email See the offer

Email-first, no sales call required. Secure export intake is agreed before client files are shared. 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 difference stays open until supporting evidence resolves it.

Who's behind this

Built on accounts receivable and cash operations experience.

My name is Adrian Penn. I work in accounts receivable and cash operations at a Fortune 500 company, checking that records across different systems actually match before anything gets reported. Before that, two years in customer success operations at a startup, ending up in the management operations role, working closely with ecommerce finance, payment disputes, and the operational side of what happens when a transaction doesn't go as planned. I started Luminary Solutions because I kept seeing the same problem: sellers running Shopify alongside Stripe, PayPal, Amazon, sometimes all three, with nobody actually checking that the money matches the orders until tax time forces the question.

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

Order value, sales before tax, fees, refunds, dispute principal, expected settlement, payout gaps and open exceptions. Accounting revenue is reported only when the evidence supports it.

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 issued in October against a September sale reduces an October deposit, not the September one. Pull any single month in isolation and the numbers will disagree with the orders that actually happened in it.

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 a percentage of each payout as a reserve, releasing it weeks later. That reserve release shows up as its own deposit, unconnected to any order on the day it lands.

Multi-currency sales convert at the processor's rate

A sale priced in one currency and paid out in another converts at whatever rate the processor used that day, not the rate your storefront displayed. That gap alone can make an otherwise correct order look wrong.

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

Each processor reconciled independently in its own clearing account, then flagged exceptions sent back for anything that needs a document I don't have.

Day 10

Handoff

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

Where this stands

Early on, on purpose, not padded with filler.

Luminary Solutions is new. Rather than fill this space with stock testimonials, here's what's true right now: every deliverable gets a full manual QA pass against an automated numeric consistency check before it ships, and every client is asked, with their explicit permission first, whether their experience can be shared here. This section will hold real feedback as soon as there is some, not before.

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: The workflow uses AI-assisted processing and source-based checks. Processing providers and data-handling arrangements are agreed before client files are shared. Deliverables are reviewed before release.
Confidentiality: Covered under a simple NDA, signed before any files are exchanged.
Timeline: Ten business days after complete usable exports and the agreed deposit are received. 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. This service uses AI-assisted processing, source-based checks and review before delivery. The agreement identifies the processing services and data-handling arrangements before you share files. Any use of Anthropic Claude or OpenAI Codex must match those agreed arrangements. AI output does not replace accounting or tax judgment.

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 provides a defined export-to-evidence project: source-linked calculations and open exceptions for your bookkeeper or accountant to review and use.

What do you need from me to start? +

First, the period, processors, approximate volume and available export types. We confirm scope and secure handling before requesting files. A checklist and deposit invoice follow the agreement.