The Scenario
The accountant has a monthly reconciliation meeting with the Shopify Payments team next Tuesday. She needs April refunds — order number, refunded amount, refund date, and the payment gateway — in an Excel workbook to match against the payout report. She sent the request to the store manager. The store manager forwarded it to you.
You've done order exports before. You're not sure refund data exports the same way.
The bad version:
- Go to Shopify admin, navigate to Finance, try the payout report — it shows totals by date, not individual refund transactions.
- Try the orders CSV export — download it, open it in Excel, and discover that refund data is distributed across columns AA through AF in the export, and doesn't include the payment gateway column the accountant asked for.
- Send the raw CSV anyway and explain that the data is in there, somewhere.
Tuesday is three days away. The accountant does not want a raw CSV with a note explaining how to find the refund columns.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It queries Shopify's order and refund data and writes the output into the workbook in the format the accountant actually needs.
Pull all refund transactions from Shopify for Q1 and paste into my Refunds Excel sheet, then add a SUM row at the bottom for total refunded amount
What You Get
- One row per refund transaction in the Refunds worksheet, with order number, refund date, refunded amount, and payment gateway in labeled columns.
- A SUM row at the bottom totaling the refunded amount column, matching the format the accountant's payout reconciliation template expects.
- The accountant receives a clean workbook she can use immediately for the Tuesday meeting.
What If the Data Is Not Quite Ready
She needs only April refunds, not the full quarter
Pull all Shopify refunds for orders created in April 2026 and write order number, refund date, refunded amount, and payment gateway into my Refunds Excel sheet — add a SUM row at the bottom
She also needs the refund reason for each transaction
Pull all Shopify refunds from April 2026 and write order number, refund date, refunded amount, refund note, and payment gateway into my Refunds Excel sheet — add a SUM row at the bottom
Partial refunds should be separated from full refunds for the reconciliation
Pull all Shopify refunds from April 2026 and write order number, order total, refunded amount, refund date, and payment gateway into my Refunds Excel sheet — add a column labeling each row 'full' if refunded amount equals order total and 'partial' otherwise — add a SUM row
Full reconciliation: April only, refund reason, partial flag, gateway breakdown, and totals
Pull all Shopify refunds from April 2026 — write order number, order total, refund date, refunded amount, refund note, and payment gateway into my Refunds Excel sheet — label full vs. partial refunds — add a SUM row for total refunded — add a second summary row breaking total refunded down by gateway
Running the partial refund flag and gateway breakdown in the same pull means the accountant walks into Tuesday's meeting with a complete reconciliation workbook.
Try It
Get the 7-day free trial of SheetXAI and open the refund reconciliation workbook the next time a monthly close request comes in, then ask SheetXAI to pull the date range your accountant needs. Each month's reconciliation will use the same prompt with updated dates. Also worth reading: how to export order revenue data for the full quarterly financial analysis, or the hub overview for all Shopify workflows.