Shopify → QuickBooks Online Reconciliation — CSV Discrepancy Report

After the Intuit Shopify → QuickBooks Online connector upgrade, many stores see missing orders, duplicate sales receipts, wrong tax codes, and shipping that never lands in QBO. This Actor does not replace the connector and does not ask for your Shopify or QBO login.

You upload (or paste) a Shopify orders export CSV and a QuickBooks Online export CSV. Optionally add a Shopify payouts / transactions CSV. The Actor matches them and returns a discrepancy dataset plus a Markdown/HTML summary: missing in QBO, missing in Shopify, duplicates, amount / tax / shipping / refund mismatches, and fee-vs-payout timing when payouts are provided.

Who uses it

• Shopify merchants and bookkeepers cleaning up after a connector upgrade or switching from A2X / Synder / Webgility / Bold Sync summaries to a one-shot file audit.
• Agencies that need a cheap, repeatable CSV check before quoting a full cleanup engagement.
• Operators who refuse to hand API keys to a new SaaS just to see which orders never posted.

Quick start

1. Click Start with an empty input (or sampleMode: true) → free synthetic demo report (not charged, invented fixtures).
2. In Shopify Admin: Orders → Export the date range you care about (CSV).
3. In QuickBooks Online: Reports → Transaction List by Date (customize columns to include Num and Memo/Description) → Export → CSV. Put the Shopify order name (e.g. #1001) in Num, or keep it in the memo.
4. Optional: Shopify Finance → Payouts → View transactions → Export.
5. Upload the files (or paste / pass HTTPS URLs) and run. One paid report event covers the whole reconciliation.

Example paid input (URLs):

{
  "shopifyOrdersUrl": "https://example.com/shopify-orders.csv",
  "qboUrl": "https://example.com/qbo-transaction-list.csv",
  "shopifyPayoutsUrl": "https://example.com/shopify-payouts.csv",
  "periodLabel": "2026-09",
  "amountToleranceUsd": 0.01
}

Input

Field	What it does
sampleMode	Free synthetic demo. Empty input does the same. Not real customer data.
shopifyOrdersCsv / shopifyOrdersUrl	Shopify orders export (file upload editor or URL / paste).
shopifyPayoutsCsv / shopifyPayoutsUrl	Optional Shopify Payments transactions export.
qboCsv / qboUrl	QBO Transaction List (or similar) CSV. Preamble rows are skipped automatically.
amountToleranceUsd	Match tolerance (default $0.01).
includeMatched	Also emit matched rows for a full audit trail.
periodLabel	Label stored on the summary (does not filter).
shopifyOrdersColumnMap / shopifyPayoutsColumnMap / qboColumnMap	Optional header overrides when your export uses non-standard names.

Field formats verified

• Shopify orders CSV — official headers Name, Financial Status, Paid at, Currency, Subtotal, Shipping, Taxes, Total, Created at, Lineitem *, … (Shopify Help: Exporting orders). Multi-line-item orders are aggregated by Name.
• Shopify payouts / transactions CSV — Transaction Date, Type, Order, Payout Status, Payout Date, Amount, Fee, Net, … (Shopify Help: Viewing and exporting payout details).
• QBO Transaction List by Date CSV — typical columns Date, Transaction Type, Num, Name, Memo/Description, Account, Amount, Balance; company/title/date-range preamble and total rows are skipped (QBO report export behaviour as documented by Intuit-oriented export guides).

Complaint themes that shaped the checks (Shopify App Store reviews of the Intuit connector and peers such as Bold Sync / A2X): missing orders after forced upgrades, duplicate invoice/receipt numbers, tax-code chaos, shipping omitted, refunds that do not match, and payout-date vs capture-date timing when using summary posting tools.

Output

Dataset

1. One record_type=summary row (counts, totals, notes).
2. One record_type=discrepancy row per finding.

type	Meaning
missing_in_qbo	Shopify order id not found in QBO Num/memo
missing_in_shopify	QBO row with #order id not in the Shopify export
duplicate_in_qbo	Two or more QBO rows share the same order id
amount_mismatch	Totals differ beyond tolerance (not explained by tax/shipping alone)
tax_mismatch	Delta matches tax (or QBO equals subtotal, omitting tax/shipping)
shipping_mismatch	Delta matches shipping
refund_mismatch	Refund / credit amounts differ
fee_timing	QBO date vs pending/in-transit Shopify payout date (needs payouts CSV)
matched	Only when includeMatched is on

Key-value store: REPORT.md, REPORT.html, SUMMARY.json.

Pricing (pay per event)

One event: report — one full reconciliation (summary + every discrepancy row for that run).

Your Apify plan tier	Price per report
Free (list price)	$0.10
Bronze (−10%)	$0.09
Silver (−20%)	$0.08
Gold / Platinum / Diamond (−30%)	$0.07

Rationale: same shape as Lead Leak Check’s report event ($0.05), priced higher because each run parses multiple CSVs, classifies several discrepancy classes, and returns an audit artifact bookkeepers actually hand to a client. Freelancer cleanup / reconciliation jobs in this niche commonly clear $200–$500+; this Actor is the cheap first pass. The free synthetic sample is never charged. Platform compute is small (CSV only, no browser, no proxy).

Related Actors by PaoPao Studio

• Lead Leak Check — offline Zapier/Make/n8n lead-pipeline audit (ops checklist companion to this finance reconciliation).
• SEC Form D Scraper — new US private placements from SEC EDGAR Form D filings.
• NCUA Credit Union Call Report Scraper — every US credit union's 5300 call report (net worth, growth, risk flags).

Limitations & compliance

• Files only. No Shopify Admin API, no QuickBooks Online API, no OAuth. You control what leaves your books.
• Matching keys off Shopify Name / payouts Order and QBO Num (or #id inside Memo). If your connector posts summary journals by payout with no per-order Num, per-order matching will under-match — use this Actor on a per-order export or ask your bookkeeper for a transaction list that still carries order ids.
• Currency: amounts are compared as decimal values in the file; multi-currency stores should export one currency at a time.
• Not tax, accounting, or legal advice. Discrepancy labels are heuristics for bookkeepers to review.
• Do not upload files that contain secrets you are not allowed to process. The Actor stores run I/O in your Apify account like any other Actor.

Changelog

• 0.1.0 — Initial release: orders + QBO matching, optional payouts, PPE report, synthetic sample.