How to Reconcile COD Payments From Multiple Couriers

EasySell
2026-04-17T05:25:19+01:00

You shipped 400 orders last week through three different couriers. Each one collected cash on your behalf. Each one will remit that cash on a different schedule — one in 7 days, another in 12, the third whenever they feel like it. By the time the money lands in your account, you have no idea which orders have been paid, which are still pending, and which quietly disappeared.

That's the COD payment reconciliation problem, and it gets worse with every courier you add. COD payment reconciliation is the process of matching every cash-on-delivery order in your Shopify store against the remittance reports from each courier to confirm you received the correct amount. Most merchants don't reconcile at all — they check their bank balance, compare it roughly to their Shopify sales, and hope the numbers are close enough. They're not. Courier deductions for shipping fees, return handling charges, and COD processing fees eat into every remittance. Without a system, you're guessing how much money you actually made.

Why COD Reconciliation Breaks When You Add Couriers

A single courier is manageable. You ship, they collect, they remit. One report, one schedule, one set of deductions.

Two or more couriers create a matrix. Each courier has its own remittance cycle — some pay weekly, others fortnightly, and a few operate on custom schedules. Typical remittance timelines range from 7 to 15 days after delivery, though some couriers now offer early COD remittance in 2–4 days for an additional fee.

Each courier also deducts differently. One might charge a flat COD handling fee per order. Another takes a percentage of the collected amount. A third bundles shipping and COD fees into a single deduction that's impossible to reverse-engineer without their detailed report.

When you're running 3–5 courier partners simultaneously — common for merchants in South Asia, MENA, and Southeast Asia — you're dealing with 3–5 different report formats, 3–5 different remittance schedules, and 3–5 different fee structures. That's where the money starts falling through the cracks. (If you're still deciding which couriers to use, our guide to picking the right courier mix covers how to evaluate partners before you sign.)

Build a Single Source of Truth for All Courier Remittances

The first step isn't reconciling — it's consolidating. You need every courier's data in one place before you can compare anything.

Create a master tracking sheet (Google Sheets works fine) with these columns:

Order ID — your Shopify order number

Courier name — which partner fulfilled this order

AWB/tracking number — the courier's reference

Order amount — what the customer paid (from Shopify)

Delivery status — delivered, returned, or in transit

Expected remittance date — based on that courier's cycle

Remitted amount — what actually hit your bank

Deductions — shipping fees, COD charges, return fees

Discrepancy — difference between expected and received

Export your Shopify orders weekly and your courier settlement reports as they arrive. The goal is matching every Shopify order to a courier delivery status and a remittance entry. If you're using an app like EasySell with Google Sheets integration, you can automate the Shopify order export part.

How to Match Courier Settlements for COD Payment Reconciliation

This is where reconciliation actually happens. When a courier sends you a settlement report (or you download it from their portal), you need to do three things:

1. Match delivered orders. Every order marked "delivered" in the courier's report should have a corresponding remittance line item. If it's delivered but not in the settlement, flag it — that's your money sitting in their system.

2. Verify the amounts. The remitted amount per order should equal the COD amount collected minus the courier's agreed fees. If the math doesn't add up, the courier either applied the wrong fee or made an error.

3. Account for returns. Orders that were returned to origin (RTO) shouldn't appear in your remittance — but the courier may still charge you a reverse shipping fee. Make sure RTO charges are deducted correctly and not double-counted.

Do this for each courier separately, then roll the results into your master sheet. The most common discrepancies: delivered orders missing from settlement reports, incorrect fee deductions, and RTO charges applied to orders that were actually delivered.

Track Pending Remittances by Courier and Cycle

Knowing what's been paid isn't enough. You also need to know what's owed to you and when it should arrive.

For each courier, maintain a running total of:

Delivered but not yet remitted — orders where the courier collected cash but hasn't settled yet. This is your accounts receivable from couriers.

Days since delivery — compare against the courier's stated remittance cycle. If they promise 7-day settlements and you're on day 14, that's an escalation.

Aging buckets — group pending remittances into 0–7 days, 8–14 days, and 15+ days. Anything in the 15+ bucket needs immediate follow-up.

This aging view is the most important report you'll build. It tells you exactly how much cash is locked up with each courier and whether any partner is consistently late. Over time, you'll see patterns — one courier might always settle on time while another routinely holds cash for 2–3 extra days. That data helps you negotiate better terms or shift volume to more reliable partners.

What Are the Most Common COD Reconciliation Errors?

Three discrepancies account for most of the money merchants lose to courier settlement errors:

Missing orders in settlement reports. The courier's system shows the order as delivered, but it doesn't appear in that week's settlement. This happens when orders straddle two remittance cycles or when the courier's system has a processing lag. Flag these immediately — don't wait for the next cycle to see if they appear.

Wrong weight-based shipping charges. If your courier charges by weight and they've recorded a higher weight than actual, your deduction will be inflated. Compare the courier's weight column against your product weights. This is especially common with volumetric weight calculations, where a large but light package gets charged at a higher rate.

RTO charges on cancelled-before-dispatch orders. If you cancelled an order before the courier picked it up, there should be zero charges. Some courier systems still generate a line item with a reverse logistics fee. These are small amounts per order but add up across hundreds of cancellations.

Set a Weekly Reconciliation Rhythm

Daily reconciliation is overkill for most stores. Monthly is too late — discrepancies older than 30 days are harder to dispute with couriers. Weekly is the right cadence.

Here's a practical weekly routine:

1. Monday: Download settlement reports from all courier portals for the previous week.

2. Monday: Export Shopify orders for the same period (filter by fulfillment date, not order date).

3. Tuesday: Run the match — compare courier settlements against Shopify orders. Flag discrepancies.

4. Wednesday: Send discrepancy reports to each courier's account manager with specific order IDs and amounts.

5. Friday: Follow up on any unresolved discrepancies from previous weeks.

This takes 2–3 hours per week for a store shipping 100–300 COD orders daily through 3 couriers. That time pays for itself — merchants who reconcile weekly typically recover 2–5% of revenue that would otherwise be lost to courier errors, missed remittances, and overcharged fees.

Automate What You Can

Manual reconciliation works, but it doesn't scale past a few hundred orders per week without burning hours. A few tools can help:

Dedicated reconciliation software. Platforms like Cointab specialize in Shopify + courier reconciliation. They pull data from your Shopify store and courier portals, match orders automatically, and flag discrepancies. If you're processing more than 500 COD orders per week across multiple couriers, the time savings usually justify the cost.

Courier aggregator dashboards. If you use a shipping aggregator (like Shiprocket, iThink Logistics, or Shipway), their dashboard often consolidates remittance data across couriers. The reconciliation still needs manual review, but the data consolidation is handled for you.

Google Sheets automation. For smaller operations, a Google Sheet with VLOOKUP formulas matching Shopify order IDs to courier AWB numbers handles 80% of the matching. Add conditional formatting to highlight unmatched rows, and you have a workable system for under 200 orders per week.

Start With Last Week's Settlements

If you've never reconciled your COD remittances, don't try to go back months. Start with last week. Download your courier settlements, export your Shopify orders, and run the match. You'll probably find at least one or two discrepancies on the first pass — a delivered order missing from the settlement, a fee that looks wrong, or an RTO charge you didn't expect.

Fix those, then do it again next week. Within a month, you'll have a system that runs in a couple of hours and tells you exactly where your cash is across every courier partner. That clarity is worth more than any early remittance plan — because you can't optimize cash flow you can't see.