Build three lists before matching
The subscription system describes expected billing or service periods. Shopify supplies actual order context. The delivery workflow supplies file and send information. Keep those sources distinct, then reconcile them using a customer or project reference plus the period and order.
Do not assume every active subscription produced a successful order, or that every order has a completed report. Likewise, two delivery events may represent a correction rather than duplicate service. The review needs enough context to explain exceptions.
Manual reconciliation template
| Client/period | Expected state | Order | File/revision | Delivery | Exception owner |
|---|---|---|---|---|---|
| Demo A / April | Due | 5189-A | April v01 | Recorded | None |
| Demo A / May | Paused | None found | None | Not expected | Confirm pause record |
| Demo B / April | Due | 5189-B | Pending | None | Production |
| Demo C / April | Due | Two candidates | Unconfirmed | Hold | Billing/order owner |
The rows are fictional. They show why a blank delivery cell is not automatically overdue: the May period may legitimately be paused.
Investigate in a useful order
- Resolve period eligibility and order ambiguity.
- Confirm the purchased scope and any operational hold.
- Match the prepared file's period and revision.
- Review actual delivery events and correction notes.
- Assign a next action and date to each unresolved gap.
Do not create compensating deliveries to make the spreadsheet balance. An unexplained duplicate order needs investigation in the system that created it, not another copy of the same report.
Keep counts meaningful
Report separate totals for expected periods, eligible orders, prepared files, delivered items, and exceptions. A single “completion percentage” can hide whether the bottleneck is billing, production, or delivery. Record the review cutoff so late-arriving events are handled consistently.
QuickAttach's order delivery records can inform the delivery column. This is a manual reconciliation model, not a claim of native subscription reporting, automatic reminders, or spreadsheet synchronization. Store only the minimum references needed for the review and keep customer documents out of the worksheet.
Deliver the right file with the right order
See how QuickAttach connects a customer-specific file or link to a Shopify order item.
See the QuickAttach order-to-download walkthrough