Month-end close for WooCommerce stores in India: a store owner's checklist

Why WooCommerce stores need a close

On WooCommerce, your orders live in WordPress, prepaid money lives with your gateway, COD money lives with your courier or aggregator, and the final money lives in your bank. Nothing connects them automatically. A month-end close is how you make sure every order ended up as money.

The checklist

1. Lock the order list

Export orders for the month with status, payment method, total, shipping and refund amount. Note how many are completed, refunded, cancelled and still processing. Anything still processing from early in the month deserves a look.

2. Prepaid: orders to gateway

Every prepaid completed order should have a captured payment in your gateway. Check order totals against captured amounts, especially for orders that were edited after payment.

3. Prepaid: gateway to bank

Every settlement in the gateway report should appear in your bank with the same reference and amount. See Razorpay settlement not matching WooCommerce.

4. COD: delivered to remitted

Every delivered COD order older than your courier's remittance cycle should be in a remittance batch. Our WooCommerce COD reconciliation guide walks through it.

5. COD: remitted to bank

Every remittance batch should reach your bank. Note any batch where the remittance is less than the orders in it, and find out what was deducted.

6. Refunds

Match every refund in WooCommerce to a refund in the gateway (prepaid) or a manual payment (COD). Look for refunds issued twice or for the wrong amount.

7. Courier and freight bills

Check freight charges against the weight and zone of each shipment, and RTO charges against orders that were really returned. See Shiprocket freight charges audit.

8. Write down the exceptions

Every mismatch goes into one list: order number, what you expected, what arrived, and the next step. Close the month with a short list, not a long worry.

Keep it inside WordPress

The hardest part of this checklist is moving data between WordPress, the gateway, the courier and a spreadsheet. Veritally for WooCommerce is a free, read-only WordPress plugin that reads your orders and matches them with your gateway, courier and bank reports, without sending customer details anywhere. The leak scan is free.