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How to reconcile a vendor invoice against a Shopify purchase order
The invoice says 48. You received 36. Did anyone notice before it was paid? Shopify has no invoice matching built in. Its migration guide gives a custom report and a spreadsheet instead. Here is that method, step by step, and what a three-way match adds.
Shopify's method: a reconciliation report
- In your Shopify admin, go to Analytics › Reports and click Create custom report.
- Choose the Inventory transfers data source.
- Add the dimensions
transfer_name,inventory_origin_name,destination_name,transfer_statusandproduct_variant_sku. - Add the metrics
ordered_quantityandreceived_quantity. - Export to CSV, and in a spreadsheet multiply the received quantities by the invoice prices.
Steps from Shopify Help Center: Migrating from Stocky to Shopify inventory management, checked November 12, 2026. Shopify also notes there "isn't a dedicated native report for total purchase order spend by supplier."
What a three-way match checks
| Check | Catches |
|---|---|
| Invoice quantity vs received quantity | Billed for goods that never arrived (a short ship) |
| Invoice price vs purchase order price | A price that crept up since you ordered |
| Invoice lines vs order lines | Items you never ordered |
If nothing has arrived yet, compare the invoice with what you ordered instead, and match against the receipt once the goods are in. Prepaid suppliers often invoice first.
How Sutler does it
Attach the supplier's invoice to the purchase order in Sutler and it is matched line by line against the order and what you received. Short ships, over-billing and price changes are flagged before you pay. If nothing has been received yet, Sutler says so and compares against the order.
Quick answers
Does Shopify match vendor invoices to purchase orders?
No. Shopify's migration guide suggests a custom report of ordered and received quantities from the Inventory transfers data source, exported to CSV and multiplied by invoice prices in a spreadsheet.
What is a three-way match?
Comparing the purchase order, what you actually received, and the supplier's invoice, so you pay only for goods that arrived at the price you agreed.
Check your Stocky export first: two minutes, nothing uploads.
The free Stocky Export Checker reads your Stocky CSV files in your browser and tells you what is inside them: purchase orders, products, suppliers named on your orders, open orders still to arrive, and what is missing. It also builds a list of the suppliers you'll need to re-enter, because Stocky can't export them.
What Sutler doesn't do
What Sutler does and doesn't do: Sutler suggests what to reorder from your sales, lead times and minimums, with the math shown, but makes no promise about forecast accuracy, and it does not do transfers between locations. What it does is the purchasing desk: purchase orders, receiving, labels, stocktakes and landed cost, and it imports your Stocky export into working purchase orders.
Sutler is in early access and not yet on the Shopify App Store. Facts about Stocky and Shopify on this page come from the Shopify Help Center: Migrating from Stocky to Shopify inventory management, checked November 12, 2026. If Shopify changes that page, this one will be corrected.