Sanso for Ecommerce: Automated Invoicing and Reconciliation
The Finance Problem Facing Ecommerce Merchants
Running an online store means running a small transaction factory. Hundreds of orders a week, payments flowing through your processor (Stripe, for example), refunds, processor fees, software subscriptions charged all over the place, and VAT that gets complicated the moment you sell beyond your borders. I'm Amalia Bercot, co-founder and CEO of Sanso, and this is precisely the ecommerce finance management our AI-powered service takes off your plate.
Are your processor payouts still a black box?
Sanso uses AI to break down every Stripe payout and reconcile it line by line with your orders, refunds, and fees, right inside your tools.
Book a callThe heart of the problem comes down to one thing: what you sell and what you collect never look alike. Your Shopify store records 300 orders, while your bank account receives a handful of lump-sum payouts. The processor doesn't pay you one order per payment. It sends you an aggregated amount, net of fees, net of refunds, net of disputes, that can bundle dozens of transactions over a given period. To keep your ecommerce accounting accurate, you have to reopen each of those payouts and trace it back to the list of transactions that make it up.
Until that reconciliation is done, nothing is truly reliable. Your real margin once payment fees are deducted? Hard to say. VAT comes out wrong. And discrepancies (a refund counted twice, a dispute, a misapplied fee) land on you far too late. Yet the data exists. It's just scattered across your store back office (Shopify, WooCommerce, PrestaShop), your processor statements, your bank, and your accounting tool. Nobody's there to piece it back together.
Sanso: AI-Powered Ecommerce Finance Management
Sanso is an AI-powered ecommerce finance management service. The AI is the engine that does the heavy lifting. It retrieves your payment statements, breaks down every processor payout, reconciles orders and refunds line by line, captures your supplier invoices, and reconciles your bank accounts in real time. It's not software you operate yourself, but a service that takes the operations off your hands.
No new platform to learn, either. Sanso's AI works in the background, inside the tools you already have: your accounting tool like Pennylane, your bank like Qonto, your Google Workspace, your processor accounts like Stripe. The results show up on your side, in your own tools. And you talk to our team the way you would with a trusted service provider, by email or WhatsApp.
The idea fits in one sentence: you delegate your store's finance operations, the AI handles them continuously, and you get back a clear view of what your business actually earns.
The Financial Challenges Unique to Ecommerce
Processor Payouts That Bundle Hundreds of Transactions
The payout you receive from your payment processor almost never has an obvious counterpart on your bank statement. It's a net balance: sales, minus fees, minus refunds, minus disputes, all over a period that doesn't necessarily line up with your accounting month. Without a breakdown, that amount stays a black box, impossible to tie cleanly back to your orders.
A Transaction Volume That Overwhelms Manual Methods
Where a tradesperson handles a few invoices a month, an online store generates hundreds of orders, and just as many lines to reconcile. Matching everything by hand ends up filling a full-time job, and the slightest delay snowballs. In ecommerce, volume is what turns a chore into a genuine bottleneck.
Refunds and Disputes That Are Hard to Control
Customer refunds, payment disputes, chargebacks: everything flows through the processor payout without you ever really getting a chance to check. A refund counted twice, a dispute that was never passed through, fees that have no business being there. Until the payout is broken down line by line, those discrepancies stay invisible and quietly eat into your margin.
VAT That Gets Trickier Across Borders
As soon as you sell to customers in several European Union countries, VAT stops being simple. The One-Stop Shop (OSS), per-country thresholds, rates that vary from one state to the next: without clean reconciliation between each sale, each incoming payment, and each country, the calculation rests on shaky data. Reliable ecommerce accounting starts with transactions that are correctly matched.
What Sanso's AI Handles
The AI Breaks Down and Reconciles Your Payouts
For every lump-sum payout received from a processor, Sanso's AI finds the orders, refunds, and fees that make it up, then reconciles them one by one. On this type of reconciliation, it automatically handles about 96% of transactions; our team picks up the remaining discrepancies by hand. The result: a reconciliation that used to consume entire days now closes out in a few minutes.
Chasing after your supplier invoices?
Sanso automatically captures your supplier invoices from your email, your suppliers' portals, and WhatsApp, checks amounts and VAT, and categorizes every expense for you.
Book a callThe AI Consolidates All Your Sales Sources
A store on Shopify, WooCommerce, or PrestaShop, payments through your processor (Stripe, for example): the AI fetches the statements wherever they live, reads their respective formats, and brings them back into a single, consistent set of ecommerce books. No matter how many channels you have, everything converges in the right place, in your accounting tool, with zero re-keying on your part.
The AI Captures and Validates Your Supplier Invoices
Beyond sales, the AI goes and fetches your supplier invoices wherever they land. It reads your inbox and pulls out the real invoices (setting aside quotes, contracts, and order confirmations), connects to your suppliers' portals (SaaS tools, carriers, ad platforms, logistics providers) to download the documents for the right period, and also picks up whatever you send it on a dedicated WhatsApp channel. It hunts down duplicates, checks amounts and VAT, then categorizes every expense automatically.
The AI Reconciles Your Accounts and Keeps Your VAT Reliable
For every bank transaction, the AI finds the sale or supplier invoice that goes with it and updates the status. At any moment, you know what's been collected, what's pending, and what doesn't add up, with no manual matching. And because every transaction is correctly matched, you finally have the clean data needed to calculate and recover your VAT, including when you sell abroad.
The AI Creates Your Invoices and Collects Overdue Payments
When you also sell B2B or on quotes, the AI takes care of client invoicing: it spots what needs to be billed, issues the invoice at the right time and from the right entity, then tracks the payment. When an invoice goes unpaid, collections are handled end to end (by email, text, or phone) and every dispute is actually resolved, not just followed up on.
An AI Supervised by Humans
Everything rests on an AI that learns how your business works over the months. But on sensitive cases, it never works alone. Our operators supervise, handle exceptions, and settle the discrepancies that fall outside the norm. Between 80% and 99% of the work is automated, for 100% reliability.
How It Works
- Onboarding. Within a few days, the AI plugs into your existing tools (accounting, bank, payment processors, store back office, Google Workspace) without disrupting your business.
- The handoff. The AI starts retrieving your statements, breaking down payouts, reconciling orders and refunds, capturing your supplier invoices, and reconciling your accounts.
- Your rules. You decide what matters: analytical dimensions by channel or product line, alert thresholds on discrepancies, approvals you insist on keeping before a payment goes out.
- Continuous work. The AI runs 24/7, with no vacations or sick days. Transactions are reconciled as they come in; nothing piles up at month-end.
- Your visibility. You find everything in your own tools, and you write to our team by email or WhatsApp whenever the need comes up.
The Results You Can Expect
Days of reconciliation given back to your business. All the time spent dissecting payouts, ticking off refunds, and tracking down disputes goes back to where it creates value: your products, your acquisition, your customers.
A clear view of your real profitability. Payouts are broken down, payment fees and refunds deducted, bank reconciliation kept up to date. You finally know what your store actually earns, and you make decisions on numbers rather than gut feeling.
No HR risk. No finance hire to recruit and manage, no service interruption during vacations. The flat monthly fee runs from $300 to $2,000 depending on your transaction volume, with no per-transaction billing, and there's no commitment: you stop whenever you like.
Get Started
If reconciling your payouts, tracking refunds, and consolidating your sales channels are eating up entire days, let's talk. Within a few days, Sanso's AI plugs into your tools and takes over your ecommerce finance management, from the lump-sum payout down to the reconciliation of each order. To see what that would look like on your own store, the simplest step is to book a call with our team.