Marketplace Payout Reconciliation: Match Orders, Refunds, and Fees Automatically
Marketplace payout reconciliation is the process of matching a single bulk payout from a marketplace against every individual order, refund, and fee that make up that deposit. Sanso handles this from start to finish so you never have to open a spreadsheet again.
I'm Amalia Bercot, Co-Founder at Sanso. We built our reconciliation engine after watching the same thing happen to dozens of marketplace sellers: a lump sum hits the bank account, and nobody can explain which orders it covers, which refunds were pulled out, or whether the fees are even right. That confusion leads to writeoffs, delayed closes, and a general distrust of your own numbers.
The Problem
Every marketplace, Back Market, Mirakl, MediaMarkt, Refurbed, Stripe, bundles hundreds of individual transactions into a single bank transfer. One deposit might include 300 orders, 40 refunds, platform commissions, shipping adjustments, and currency conversion charges. If you are not reconciling each line item, you have no way of knowing whether you were actually paid the right amount.
Most businesses try to handle this by hand. Someone downloads a CSV from the marketplace portal, opens a spreadsheet, and starts matching rows against accounting records. Research shows that 84% of payment firms still rely on spreadsheets for this work, and manual reconciliation carries error rates of 5-10%. At scale, that translates to revenue leaking through untracked payout gaps, often 2-3% of gross sales that quietly goes unnoticed.
The damage is not just financial. Without accurate payout reconciliation, you cannot tell which customer invoices are actually settled versus still outstanding. Following up on late payments becomes guesswork. And closing your books on time? Nearly impossible when the numbers refuse to tie out.
How Sanso Solves Marketplace Reconciliation
Sanso takes the reconciliation process off your plate entirely. Our engine cross-references marketplace payout data against your accounting records, matches orders to invoices, and flags anything that does not line up. All of this shows up in your existing accounting tools, not in some new platform you have to learn.
The difference between Sanso and reconciliation software is simple: we are a service, not a tool you have to operate. When our engine flags the roughly 1% of transactions that do not match on the first pass, our team digs in and resolves the discrepancies. You are not left staring at a dashboard full of exceptions. You get books that are actually clean.
In practice, that means a 99% automated match rate on the first pass. Our human team closes the remaining gaps so you hit 100% accuracy before month-end.
Key Capabilities
Multi-Marketplace Payout Matching
Sanso works across the marketplaces where you actually sell, including Stripe, Back Market, Mirakl, MediaMarkt, and Refurbed. Each one has its own payout format, fee structure, and settlement cadence. Our engine normalizes all of that into one reconciliation workflow so you are not maintaining a separate process per channel.
Order-Level Breakdown
Every bulk payout gets broken down to the individual transaction. Each order, refund, commission, and fee adjustment is matched against the corresponding record in your accounting platform. You see exactly what was included in every deposit, not just a total that roughly lines up.
Automated Exception Handling
When something does not match (a missing order, a fee discrepancy, an unexpected refund), Sanso flags it right away. The difference is what happens next: instead of dumping exceptions into a queue for you to investigate, our team picks them up, tracks down the root cause, resolves the issue, and updates your records.
Accounting Platform Integration
Sanso reconciles directly against your existing accounting system. QuickBooks, Xero, Pennylane: matched transactions flow into your books without manual data entry. Nothing changes about how you work. Your accounting platform just has accurate data in it.
Real-Time Reconciliation Status
For every payout we process, you get a clear breakdown: total orders, reconciled count and percentage, reconciled amount, and any items still unmatched. You always know where things stand.
Who This Is For
Marketplace sellers on Back Market, Mirakl, MediaMarkt, Refurbed, or Stripe who get bulk payouts covering hundreds of individual transactions and have no clean way to verify them
CEOs and founders of 5-50 person businesses who are either reconciling payouts themselves or handing it off to someone on the team who was never hired to do finance work
COOs and Heads of Finance at growing ecommerce companies who need the books to be right but cannot justify a full-time hire for reconciliation alone
Multi-channel sellers juggling several marketplaces, each with its own payout format and settlement schedule
Businesses that have already lost money to this problem and only found out months later that marketplace fees were wrong or refunds were never properly accounted for
How It Works
Connect your accounts: You link your marketplace accounts and accounting platform (QuickBooks, Xero, Pennylane) during a one-time setup call with our team.
We process each payout: When a marketplace payout lands, Sanso pulls the payout breakdown and cross-references every line item against your accounting records.
Automated matching runs: Our engine matches orders, refunds, fees, and adjustments to their corresponding invoices. About 99% match on the first pass.
Our team handles the rest: Whatever does not match gets investigated and resolved by Sanso's operators. Nothing is left for you to chase down.
Your books are clean: Reconciled data flows into your accounting platform, accurate and ready to close.
Results You Can Expect
The most obvious change is speed. Monthly close gets shorter because the reconciliation bottleneck is gone. Instead of spending days matching CSVs in spreadsheets, the work runs automatically and gets verified by a real person.
Then there is the money you recover. Fee discrepancies, missed refund deductions, payout errors: these get caught and corrected. For sellers processing hundreds of marketplace orders per month, recovering even 1-2% on previously untracked gaps adds up fast over a year.
And after initial setup, the operational work on your side drops to essentially nothing. No more downloading reports, building formulas, or investigating mismatches. Your team goes back to selling.
Frequently Asked Questions
What is marketplace payout reconciliation? It is the process of matching a bulk payout from a marketplace (like Back Market or Mirakl) against every individual order, refund, and fee included in that deposit. The goal is to confirm you were paid the correct amount and that your accounting records reflect reality.
Which marketplaces does Sanso support? Stripe, Back Market, Mirakl, MediaMarkt, and Refurbed today. If you sell on a marketplace not listed here, reach out. Our engine can be configured for additional platforms.
How accurate is the automated matching? About 99% of transactions match on the first pass. Our team investigates and resolves the rest, so you end up at 100%.
Do I need to learn a new system? No. Sanso works in the background and delivers reconciled data directly into your existing accounting platform (QuickBooks, Xero, or Pennylane). You check your books the same way you always have.
How is Sanso different from reconciliation software? Reconciliation software gives you a tool to do the matching yourself. Sanso is a service. We do the matching for you, investigate exceptions, and resolve discrepancies. You get clean results, not a queue of problems to work through.
How much does it cost? Pricing is outcome-based and tied to real financial operations, not seats or features. Monthly costs range from $300 to $2,000 depending on transaction volume and scope. Book a call for a quote.
What happens when a transaction does not match? Our team flags it, investigates the root cause (missing order, fee discrepancy, refund timing issue, etc.), and resolves it before your books close.
Can Sanso reconcile payouts across multiple marketplaces at once? Yes. If you sell on several marketplaces, we reconcile payouts from each one against your accounting records. Each marketplace's payout format and fee structure is handled separately and automatically.
How long does it take to get started? Setup is a single call where we connect your marketplace accounts and accounting platform. Once that is done, reconciliation runs automatically with each payout cycle.
What if I am currently reconciling manually in spreadsheets? That is the exact problem we built Sanso for. Manual spreadsheet reconciliation is slow, error-prone, and breaks down as you grow. Sanso replaces that workflow with automated matching and human verification, giving you back hours every month.
Get Started
If marketplace payouts are eating up your team's time, or if you suspect money is slipping through the cracks on fees and refunds, we can help. Sanso handles the full reconciliation workflow so your books are accurate and your team is not stuck in spreadsheets. Book a call and we will walk you through how it works for your specific marketplaces and volume.
