Free CSV resource
Free Shopify Supplier Invoice Reconciliation Worksheet (CSV)
Use this spreadsheet-ready CSV to put the supplier invoice, Shopify purchase order, and receiving record side by side. Record quantities, unit prices, tax, source references, discrepancies, and reviewer notes without uploading commercial documents or providing an email address.
Download the invoice-reconciliation worksheet
The file opens in spreadsheet software and includes two rows of invented data so you can see how source references and review statuses fit together. Replace those rows with your own working data.
Supplier invoices can contain commercially sensitive pricing and contact information. Restrict access to the completed file and remove personal details you do not need.
What the worksheet includes
| Evidence | Fields | Purpose |
|---|---|---|
| Supplier invoice | Invoice identity, line, quantity, unit price, tax, net total | Capture what the supplier billed. |
| Purchase order | PO identity, line, ordered quantity, agreed unit price | Capture what the retailer agreed to buy. |
| Receiving record | Receipt reference, line, accepted quantity | Capture what the team recorded as received. |
| Review trail | Source locations, confidence, discrepancy type, note, action, status | Keep the evidence and human decision visible. |
Blank receiving fields mean “not provided,” not “zero received.” Keep that distinction visible when a receipt is missing or a shipment is still in progress.
How to use the CSV
- Open the supplier invoice, ordered Shopify PO, and receiving record when available.
- Create one worksheet row for each invoice line.
- Copy values exactly as shown in each source; do not fill missing values by guessing.
- Record each source as a document name plus page, line, or spreadsheet row.
- Compare quantity, unit price, tax, and net line total. Search for the invoice number in earlier reviews.
- Use high confidence only when a reliable identifier supports the line match. Mark description-based ambiguity as uncertain.
- Set the status to clear, needs human review, or needs supplier query.
- Have a person inspect every flagged or uncertain row before approval or supplier contact.
What to review before treating a difference as confirmed
- Quantity: compare invoiced units with ordered and accepted quantities, including partial receipts.
- Unit price: compare the invoice with the ordered PO and retain any approved price change.
- Tax: compare the displayed tax rate and amount while respecting the supplier document’s rounding convention.
- Duplicate risk: search supplier, invoice number, date, reference, and amount against earlier reviews.
- Uncertain match: leave a line unresolved when SKU, unit, pack size, or description does not support a safe match.
A match does not prove every source record is correct. The worksheet helps organise a review; the retailer remains responsible for investigating and deciding what happens next.
Keep the final decision with a person
This worksheet is not an automated Shopify integration. It does not send supplier email, approve or pay invoices, change purchase orders or receiving records, or update inventory.
Download the worksheet ↓Straight answers
Frequently asked questions
What does the Shopify invoice-reconciliation worksheet compare?+
It places supplier-invoice, purchase-order, and receiving details side by side so a reviewer can record quantity, unit-price, tax, identity, and matching differences.
Do I need to upload an invoice or provide my email?+
No. The worksheet is a downloadable CSV that can be used locally with your own data. The download requires neither an email address nor an invoice upload.
Does the worksheet work with partial receipts or different supplier SKUs?+
It includes separate ordered, received, and invoiced quantities, plus supplier and Shopify SKU fields. Differences and uncertain mappings should remain visible for human review.
Does the worksheet approve invoices or update Shopify?+
No. It does not approve or pay invoices, contact suppliers, change purchase orders or receiving records, or update Shopify inventory.