Retail and ecommerce admin that works across your existing systems, one workflow at a time
Your store, your stock count and your accounts each tell a different story. A payout does not match the orders. A stock level is updated by hand in a second system. A return arrives and three records disagree. I fix one of these at a fixed price, on the software you already run. I am Renzo Demartini, a Chartered Accountant (CA ANZ), and I build every workflow myself. A person on your team approves what posts, refunds or orders.
Fixed price, AUD, no GST charged.
- Free fit check by emailYour software, the workflow, team size, timing
- Workflow Audit, A$990Read-only review and a written report in 5 working days
- Fixed-price build: from A$3,900With written acceptance criteria
- A person approvesWhat posts, what is refunded and what is ordered
Prices in AUD, no GST charged.
Why the payout does not match the orders
Sample data: two store payouts checked against the bank, invented
| Line | Payout A (sample) | Payout B (sample) |
|---|---|---|
| Gross sales | A$4,260.00 | A$3,180.00 |
| Refunds | −A$310.00 | −A$235.00 |
| Fees | −A$124.50 | −A$93.20 |
| Net payout expected | A$3,825.50 | A$2,851.80 |
| Bank deposit | A$3,825.50 | A$2,816.80 |
| Difference | A$0.00 | −A$35.00 |
| Result | Matched | Held: A$35.00 with no matching line. A person checks it |
On these sample payouts, 1 of 2 matches and 1 is held for a person. The figures are invented and are not a store's. No hours are claimed.
A payout is a lump sum paid into the bank for many orders, so it rarely equals one order total. Shopify's own activity report breaks Shopify Payments into transactions, fees and payouts (Shopify Help Center, read 31 October 2026). The check is simple when it is written down: split the payout into its parts, match the total to the bank, and put whatever is left over in front of a person.
Test what your store and accounting software already do first. Xero's Shopify page says its integration will “automatically match payouts from Shopify Payments and other gateways to your bank account” (xero.com, read 31 October 2026), so it may already do part of this.
Four stock counts for one item
Sample data: one item, four places it is counted, invented
| Where | Count (units) | Note |
|---|---|---|
| Online store, item TS-BL-M (sample) | 14 | Updated by the last sale |
| Shelf count by staff | 11 | Counted on Friday |
| Point of sale | 12 | A sale not yet synced |
| Accounting inventory | 15 | A return not yet restocked |
Four places, four counts, one item. The workflow compares them against the one you choose as the record of truth and queues the items that differ. A person decides each adjustment. The item and the numbers are invented.
You choose which system is the record of truth for stock. The workflow flags products whose counts differ, lists a likely cause where it can see one (a sale not synced, a return not restocked, a product missing from a mapping), and puts them in a queue. It does not overwrite a count.
Example workflows, each one a fixed-price build
These are examples, not a menu. Your audit picks the top 3 for your business and gives a fixed quote for each. Some builds are listed on this site and some are custom, and the table says which.
Example workflows for a retail or ecommerce business
| Workflow | What it does | Build | Price and time |
|---|---|---|---|
| Store payout reconciliation | Splits each payout into its parts, matches the total to the bank, and queues the differences. Scoped per payout format, so a marketplace such as Amazon is quoted separately. The audit may find a payout check fits a listed build | Custom build, quoted after the audit | Custom builds start from A$9,500 and take 4–8 weeks |
| Stock exceptions queue | Compares counts across your systems and queues the items that differ, with a likely cause. A person decides every adjustment | Custom build, quoted after the audit | Custom builds start from A$9,500 and take 4–8 weeks |
| Returns, from the parcel to the refund | Connects the original order, the return, its condition, the stock decision and the refund. No item is restocked until a person records its condition. The workflow never rejects a return | Custom build, quoted after the audit | Custom builds start from A$9,500 and take 4–8 weeks |
| Trade and wholesale quote requests (for stores that also sell to business customers) | Drafts each reply from your approved price list. The owner or manager approves it before it is sent | Enquiry and Quote Follow-up | A$4,900, 3 weeks |
| Supplier bills matched to stock received | Flags duplicate and mismatched supplier bills, queues the odd ones and records who approved. It never pays a bill | Supplier Bill Approval | From A$3,900, 2–3 weeks |
One at a time is deliberate. A fixed price needs a defined test: which payout, which counts, which return. The audit writes that test with you before any build is quoted.
Check what your store, stock and accounting software already do
- Your online store
- Marketplace payouts
- Your point of sale
One fixed-price workflow
- Your stock system
Xero or MYOB
Stores run a mix of tools, for example Shopify and Cin7, with Xero or MYOB behind them. Xero's Shopify page says its integration syncs Shopify sales to Xero as a daily summary or as individual sales, and Cin7 lists Xero, Shopify and Amazon among its integrations (both read 31 October 2026, on the vendors' own pages). Use them first, and make sure they are set up to match your accounts.
In the audit I check what each system does today, what its connection and your plan allow, and where the data stops agreeing. If a setting does the job, the report says so and the quote comes off the list. You do not pay for a build you do not need.
What a person still decides
Rules do, a person decides
| Check | Rules do | A person decides |
|---|---|---|
| A payout total | Split it and match it to the bank | A difference with no matching line |
| A stock difference | Flag the product and the location | The adjustment. No count is overwritten |
| A return | Link the order, the return and the refund | The condition, the restock and the remedy |
| A backorder | Prepare a draft supplier order with the quantities outstanding | Whether to place it |
| A failed step | Alert the named owner | How to fix it. The team can carry on the current way meanwhile |
A refund, a repair or a replacement is a decision for a person, so the workflow records the reason and the remedy and a person decides. Customer details stay out of AI steps unless a step needs them, and every AI service is named in the written scope.
What you can look at before you pay
Proof you can open, each labelled
| Item | What it shows |
|---|---|
| Sample audit reports | Three, each for a made-up business. The wholesaler's shows invoices checked against orders and a build it says "not yet" to. Every name and figure is invented |
| Invoice Check demo | A flagged invoice waiting for a person, on sample data |
| Selected past work | Two paid KPI builds, for Elliotts Landscape and Harrys Tyres, named with their agreement |
A sample audit The Invoice Check demo Selected past work
Proof here is limited to what is published, and each item is labelled. On the past work: before, about 4 hours each month and countless emails, for each business. After: one click per KPI submission. The 4 hours is my estimate of office and admin time, so it is time saved, not cash saved. Revenue and financial return were not measured.
There is no published retail or ecommerce case study yet, so none is shown here.
Price, and the path from the first call
- Workflow Audit (credited to a build signed within 30 days)A$9905 working days
- Supplier Bill ApprovalFrom A$3,9002–3 weeks
- Enquiry and Quote Follow-upA$4,9003 weeks
- Custom buildFrom A$9,5004–8 weeks
Start with a free fit check by email. Send the form with your software, the workflow to fix, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it is a fit. No call needed.
The next step is the A$990 Workflow Audit: a 60-minute call, a read-only review of your systems and a written report in 5 working days, with a fixed quote for each of the top 3 things worth automating. It is credited in full to a build signed within 30 days. Every build has written acceptance criteria and 30 days of fixes, with a 50% deposit and 50% on handover.
A payout, a stock count or a return each needs a defined test, so most retail workflows are quoted as a custom build after the audit.
Hours saved and dollars saved are counted apart. Beside them are the running costs: optional support from A$350 a month, and software and AI usage paid to the providers. Running costs (software and AI usage) are estimated in your audit, before you commit to a build. All prices
Is your problem wider than one workflow, for example choosing between your current systems and new ones, stock policy and forecasting, and finance controls that need redesigning together? That is advisory work. See renzodemartini.com/how-i-engage/.
Chartered Accountant (CA ANZ) · MBA · Xero certified · 16 years in finance, operations and systems · Canberra, working across AU and NZ
About RenzoThe same approach runs an agentic finance system I built: 30 agents, about 10,000 automated tests, and a person approves every money decision.
Questions from retail and ecommerce businesses
Do I need to change my store or accounting software?
No. The audit starts from what you run and checks what it already does. If a setting or a built-in connection solves the problem, the report says so.
Can you reconcile my Shopify payouts into Xero?
That is the workflow most stores ask about. I confirm in the audit what your store, your accounting software and your plan allow, and whether Xero's own connection already does part of it. I do not promise a named connection before then.
What happens to customer information?
Builds run in accounts in your name, so your data stays in your systems. The audit is read-only, with the access agreed in writing. Customer details stay out of AI steps unless a step needs them, and every AI service is named in the written scope before work starts. Claude runs through business API access, where your data is not used to train models.
Who decides a refund or a restock?
A person. The workflow links the order, the return and the refund and records the reason. It does not restock an item until a person has recorded its condition, and it never rejects a return.
What does it cost beyond the build?
Optional support from A$350 a month, and software and AI usage paid to the providers, such as your store, stock and accounting subscriptions. Both are in the written scope, and the audit estimates them before you commit.
Sources, read 31 October 2026 on each vendor's own page: Xero, Shopify integration ("Automatically match payouts from Shopify Payments and other gateways to your bank account"); Shopify Help Center, payouts (the activity report is "a breakdown of your Shopify Payments transactions, fees, and payouts"); Cin7 (Xero, Shopify and Amazon in its integrations). No claim is made about any other product.
Start with one store workflow
A free fit check by email first. The A$990 Workflow Audit is the next step, credited to your build.
Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit
Get a free fit check by email
Send the form with your software, the workflow, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it's a fit. No call needed. If it is, the next step is the A$990 Workflow Audit.
Thanks, it's with me.
I read every enquiry myself and reply by email to the address you gave, .
Next, I reply by email, usually with a question or two, and tell you whether it is a fit. No call needed.
If it is a fit, the step after that is the A$990 Workflow Audit.
In the meantime, see how each build runs: worksbetter.ai/#builds
Sending saves your details in HubSpot so I can reply. No mailing list. No payment is taken. How your enquiry is handled.