The Bookkeeper

What the Bookkeeper reads

• -Shopify payouts for the period.
• -QuickBooks transactions for the period.
• -The trailing 8-week baseline (for anomaly detection).

The reconciliation workflow

1. 1

   Pull payouts and transactions

   The Bookkeeper fetches the Shopify payout ledger and the corresponding QuickBooks transaction records for the same period.

2. 2

   Match and compare

   Each Shopify payout is matched to a QuickBooks entry. Amounts are compared. A payout in Shopify with no matching QuickBooks entry is flagged as unrecorded.

3. 3

   Anomaly detection

   Each amount is compared against the 8-week baseline. Amounts more than two standard deviations from the baseline are flagged even if they match.

4. 4

   Explain in plain language

   Every discrepancy is explained in plain language with the exact amount, date, and what the expected entry would look like. No accounting jargon.

5. 5

   Propose a journal entry draft

   For each unrecorded or mismatched transaction, a journal entry draft is created in your approval inbox. Approve it and share it with your accountant, or reject it if it was a known exception.

Schedule

Monday at 06:00 (weekly) and 1st of month at 06:00 (monthly), in your business timezone.

The weekly run covers the previous 7 days. The monthly run produces a P&L summary for the prior calendar month. Both land in your approval inbox.

Refund threshold escalation

If the Bookkeeper encounters a refund in the Shopify payout data that exceeds your handbook refund threshold, an escalation card is created rather than a journal entry draft. Refunds above the threshold require your direct review.

Data sources

Shopify (read-only), QuickBooks (read-only). See MCP setup.

The Bookkeeper never writes to QuickBooks. Journal entry drafts are records for your accountant to enter. The approve action in the portal does not push to QuickBooks automatically.