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Marketplace payout reconciliation: match every payout to the order it paid for ​

Marketplace payout tracking that answers the question your inventory tool cannot: which orders have you actually been paid for. Every Amazon, Walmart, eBay, and retailer deposit matched back to the order behind it, with the ones nobody paid you for sitting in their own list.

"Did we get paid for that one?" ​

Every seller has a version of this conversation. An order shipped in March. It is marked shipped, it is marked paid, the customer is happy. Nobody can tell you whether the money for it ever arrived, because the money did not arrive as that order — it arrived as a lump deposit of $41,203.88 covering roughly four hundred orders, minus fees, minus refunds, minus a reserve adjustment, minus a chargeback for something that happened in January.

So the reconciliation never happens. The deposit hits the bank, somebody eyeballs it against a rough expectation, and it is close enough. Which means the orders that quietly never got paid — the ones lost in a return dispute, the ones deducted against a claim, the retailer remittance that skipped two invoices — are never found. They are not visible as a problem. They are visible as "revenue is a bit lower than it should be" and nobody can say why.

The tools make this worse rather than better. An inventory system tells you what an order was worth. A bank feed tells you what landed. Nothing joins the two, so the join gets done in a spreadsheet, once a quarter, badly, or not at all.

What Rilk does ​

Payout reconciliation is a worklist, not a report. Every marketplace you sell on gets a card showing how much of it is verified — orders where the payout has been matched — and how much is still unreconciled, in dollars and in order count. You work the unreconciled list down. Anything that has been sitting there too long flags itself.

  • A card per channel with verified against unreconciled, in both count and dollars, and a progress bar that tells you at a glance which channel is behind.
  • An aging flag on unreconciled orders past their payout window, so an order that should have been paid three payout cycles ago stops hiding behind one that shipped yesterday.
  • Payout terms you set — 15, 30, or 45 days per channel, because Amazon settles on a different rhythm to a retailer paying on net terms, and one threshold across all of them flags the wrong things.
  • Automatic reconciliation on Amazon, Walmart, and eBay — their own settlement and payment reports come in, and every order they cover is matched and verified without anyone touching it.
  • Payment import for everything else — drop in the remittance file a retailer sent you and Rilk matches its rows to your orders on whichever identifier the file carries: your own order number, the channel's order id, the marketplace order id, or the customer reference.
  • Manual verification when there is no file — select the orders a deposit covered, enter the amount and the deposit date, done. Up to five hundred at a time.
  • Real fees replace estimated ones — the moment a settlement lands, the estimated referral and fulfillment fees on those orders are replaced by what was actually charged, and the profit figure stops being a model.
  • Verified and unreconciled as separate lists, so the work is always the second one and it always gets shorter.

How payout reconciliation works in Rilk ​

  1. An order ships and carries an estimated payout and an estimated profit, built from the fee rates for its channel and category. Useful, and not yet true.
  2. It lands in the unreconciled list for its channel and starts aging against that channel's payout term.
  3. The payout arrives. On Amazon, Walmart, and eBay, their settlement report is read and each order it covers is matched, marked verified, and stamped with what was actually paid. On every other channel, you import the remittance file or mark the orders the deposit covered.
  4. The fees on those orders are rewritten from estimated to settled — the real commission, the real fulfillment fee, the real deductions. Profit on the order changes to the number that happened.
  5. What is left is the exception list. Orders that shipped, went past their payout window, and were never paid. That list is short, and it is the only part of this worth your attention.

Why the paired workflows matter ​

Reconciliation is where the rest of the operation gets graded, and two workflows show up in that list more than any other.

Regrading. A unit that came in as Grade A, got re-graded to B, and sold at the B price should settle at the B price. When the settled number and the expected number disagree on regraded stock, you are usually looking at a pricing rule that did not follow the grade change. That is a five-minute fix that has been costing money per unit since the day it broke.

Returns. Returns are where payouts get strange. The refund, the return shipping deduction, and the restocking fee can post in three different payout cycles, and a return that was resolved months ago can still pull money out of a deposit. Because the deduction is matched back to the order it came from, you can see which return it was instead of finding an unexplained number at the bottom of a settlement.

How it changes your day ​

Before: month end. You exported settlement reports from three marketplaces, pulled the bank statement, and tried to make the two agree. Six hours, every month, and the output was a number that roughly matched, with a difference you wrote off because chasing it would have taken another day.

After: the list of orders you were never paid for is on the screen, already separated, already aged. You work it for twenty minutes, find the four that are genuinely wrong, and open claims on those. There is no reconciling of totals, because the matching happened per order as the payouts landed.

Before: you priced on estimated margin. Estimated margin said the SKU made eleven points. Settled margin, if anyone had calculated it, said seven — because the category's referral rate was not what the spreadsheet assumed and the return rate was eating the rest. You found out at year end, from your accountant.

After: once a payout is reconciled, the profit on those orders is the settled profit. The SKU that looked fine and is not shows up while you can still do something about it.

What's included ​

  • Per-channel payout reconciliation worklist, verified against unreconciled
  • Dollar and order-count totals per channel
  • Aging flags on unreconciled orders past their payout window
  • Per-channel payout terms — 15, 30, or 45 days
  • Automatic reconciliation from Amazon, Walmart, and eBay settlement and payment reports
  • Payment and remittance file import for every other channel
  • Matching on your order number, channel order id, marketplace order id, or customer reference
  • Bulk manual verification with amount and deposit date
  • Settled fees replacing estimated fees on reconciled orders
  • Settlement detail visible on the order it paid for

Payout reconciliation lives with the rest of the reports, on Pro and above. Free covers the orders, the catalog, and basic reporting.

Frequently asked questions ​

Which channels reconcile automatically? ​

Amazon, Walmart, and eBay. Their settlement and payment reports are read and the orders they cover are matched and verified with no action from you. Every other channel reconciles by importing the remittance file the retailer sends, or by marking the orders a deposit covered — the matching and the aging work identically either way, and each channel's card shows which mode it is in so you are never guessing.

What if the retailer's file uses its own order numbers? ​

That is the normal case and it is handled. An imported row matches on your Rilk order number, the channel's own order id, the marketplace order id, or the customer reference — whichever the file happens to carry.

What does "verified" actually mean? ​

That a payout has been matched to that order, with an amount and a date. It is the difference between an order that is marked paid because it shipped and an order you can prove money arrived for.

Does reconciling change the profit number on the order? ​

Yes, and that is the point. Before reconciliation the fees are estimates. Once a settlement lands, the real commission and fulfillment charges replace them and the profit on that order is what actually happened.

Is this the same thing as accounting software? ​

No. Rilk reconciles marketplace payouts against the orders that earned them, at the order and unit level. It is not a general ledger and it does not replace your accounting system — it gives that system numbers that are true.

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