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Why do my Xero and Shopify sales numbers never match each other?
Xero and Shopify usually disagree because they record different things at different times. Shopify counts orders when they are placed, while Xero records invoices, payouts, fees, refunds and tax when they are posted. Differences in timing, payment gateway fees, discounts, shipping and tax treatment explain most gaps, so the numbers need a defined bridge between them.
Common causes of the gap:
- Shopify reports gross orders, while your payment provider pays out net of fees on a delay.
- Refunds and chargebacks land in different periods.
- Tax-inclusive and tax-exclusive prices are mixed.
- Gift cards and store credit are treated as sales in one system and liabilities in another.
The fix is a reconciliation that walks from orders to payouts to the bank and ledger, with each difference labelled. Once the bridge exists, you can automate it and only investigate the leftover items.
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