Spotless accounting
Books that reconcile in 30 seconds, not 3 days.
Daily Shopify reconciliation. Xero / QuickBooks / Sage GL CSV that imports without manual edits. Every refund credit, loyalty award, and Flow-issued card mirrored to Shopify within 60 seconds — your bookkeeper sees one ledger, not two.
Accounting reconciliation included on every plan, including the free tier.
What you get
Accounting as a first-class product surface
Most gift card platforms hand you a CSV at month-end and call it accounting. We treat the bookkeeper as a primary user.
Daily reconciliation
A 3am UTC cron compares every locked-credit card we issue against Shopify's native gift card balances. Drift is auto-resolved from our canonical ledger inside 24 hours. <1% target drift rate across the merchant base.
Xero / QuickBooks / Sage CSV
Monthly GL CSV in standard journal-entry format with debit/credit pairs ready to import. Account codes are merchant-configurable; presets pre-fill Xero, QuickBooks Online, and Sage Business Cloud defaults.
Full audit trail
Canonical card ledger — every balance-affecting event is a double-entry row with actor, source, Shopify order ID, and timestamp. Triggers enforce balance invariants. Shopify transaction IDs are unique so webhook replays can never double-debit.
Liability tracking with aging
Outstanding card liability per currency, per pool (purchased / refund credit / loyalty / transferable), aged 0-3mo / 3-6mo / 6-12mo / 12-24mo / 24+mo. The 24+ bucket surfaces escheatment exposure for state unclaimed-property reporting.
The gap most platforms leave
Refund credits and loyalty awards usually hide off the balance sheet.
On most gift card platforms, only purchased cards mirror to Shopify. Refund credits and loyalty awards live in a parallel system — money you owe customers, invisible to Shopify's financial summary. Multiplied across a year of returns and rewards, that's the kind of gap that bites at audit.
| Event | Other platforms in Shopify | ReloadCard in Shopify |
|---|---|---|
| Original $50 sale | $50 revenue | $50 revenue (unchanged) |
| Refund-as-credit issued for $5 | Nothing — timeline note only | Native $5 Shopify gift card; $5 deferred-revenue liability |
| Loyalty award of $2 to customer | Tracked in third-party DB | Native $2 Shopify gift card; $2 loyalty liability |
| Customer redeems $5 later | Tracked off-Shopify | Native debit; $5 revenue re-recognized in Shopify |
Monthly statement, 1st of the month
Three downloads. Zero manual reconciliation.
Sent by 7am your local time on the 1st of every month, with an accountant-CC field so your bookkeeper gets it directly. Every statement archived for 24 months, regeneratable on demand.
Statement PDF
Branded one-pager — opening balance, closing balance, totals by transaction kind and source pool. Hand to your accountant.
Ledger CSV
One row per balance-affecting event, keyed by Shopify order number where applicable. Trace any transaction back to its source.
GL CSV
Debit/credit pairs in standard journal-entry format. Imports directly to Xero, QuickBooks Online, Sage with zero manual line edits.
Date,Description,Account,Debit,Credit,Reference 2026-04-15,Refund credit issued — order #1001,Gift Card Liability,,5.00,RC-1de65847 2026-04-15,Refund credit issued — order #1001,Sales Returns,5.00,,RC-1de65847 2026-04-23,Customer redemption — order #1023,Gift Card Liability,2.50,,RC-1de65847 2026-04-23,Customer redemption — order #1023,Revenue,,2.50,RC-1de65847
Built for the accountant in the room
Small details that matter at audit
- Accountant CC field — your bookkeeper gets the statement email directly each month.
- 24-month archive of every statement (PDF + ledger CSV + GL CSV) available for download.
- Re-generate any month if your chart of accounts changes.
- CARD Act compliant by default: 5-year minimum validity, no dormancy fees, state-of-residence expiry rules.
- Every locked credit (refund, loyalty, Flow-issued) mirrored to Shopify gift cards within 60 seconds — Shopify's native financial summary keeps working.
- Transferable cross-store balance reported separately on monthly statements; ReloadCard remains source of truth.
Frequently asked questions
Is daily reconciliation an extra cost?+
No. Reconciliation, monthly statements, and the GL CSV export are included on every plan, including the free tier. There is no accounting paywall.
Why do refund credits and loyalty rewards appear as Shopify gift cards?+
They are mirrored to native Shopify gift cards within 60 seconds of being issued. Shopify's financial summary report treats them as a recognized deferred-revenue liability, so your existing bookkeeping workflow keeps working without modification. ReloadCard remains source of truth; Shopify is a read-side replica.
How does the GL CSV import work in Xero?+
Xero → Accounting → Reports → Manual Journals → New Journal → Import. Upload the GL CSV. Xero detects the standard journal-entry format and auto-maps the Account column to your chart-of-accounts codes when you choose the Xero preset under Settings → Accounting.
What about QuickBooks Online and Sage?+
QuickBooks Online: +New → Journal Entry → Import, upload the CSV, map columns once, post. Sage Business Cloud: Adjustments → Journals → Import journals; choose the Sage preset to use nominal codes.
What happens if there's a balance mismatch between ReloadCard and Shopify?+
The daily reconciliation cron catches drift inside 24 hours, tries to auto-replay missing events from our canonical ledger, and falls back to a flagged finding for ReloadCard ops if unresolvable. Your dashboard shows a green / yellow / red status badge with the last check timestamp.
How are cross-store transfers booked?+
Transfer-out is a debit to gift card liability and a credit to transfer-clearing on your side; the receiving merchant's liability increases by the same amount. This is the cleanest standard journal-entry treatment for cross-merchant settlement.
Are gift card sales taxed?+
No. Gift card sales are tax-exempt in every market ReloadCard operates in — tax is collected at redemption, on the goods or services delivered. Our GL CSV reflects this correctly.
Multi-currency support?+
Yes. Each currency gets its own statement, ledger CSV, and GL CSV. Don't merge them before importing — keep them as separate journals so your accountant can translate at the appropriate FX rate for the period.
Try it on your books.
Spin up a free account. The next monthly statement run includes your data. We backfill the ledger from your existing card history so day one is complete.
Bookkeeper or CPA evaluating ReloadCard for a client? Book a 20-minute walkthrough with your client's chart of accounts.