The Scenario
It's the 15th of May. Your accountant sent a message this morning: she needs all April refunds — order number, refund date, refunded amount, refund reason — in a Google Sheet for the Shopify Payments payout reconciliation. She has a meeting with the bank on Friday.
You know Shopify has refund data. You are not sure exactly where, or how to get it into a sheet without a CSV that takes an hour to clean up.
The bad version:
- Navigate to Shopify admin, go to Finances, try the payout report — discover it shows transaction totals but not individual refund line items with the fields your accountant needs.
- Try the Orders export — realize the CSV includes one row per line item, and refund data is in separate columns that don't filter cleanly.
- Send the raw CSV to your accountant and explain that the refunds are in columns AA through AF. She replies that she needs it structured differently.
Friday is two days away. The reconciliation cannot wait.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It queries Shopify's orders and refunds data and writes the result directly into the sheet in the structure your accountant actually needs.
Fetch all Shopify orders created in April 2026 that have refunds, and for each write the order number, refund date, refunded amount, and line items refunded into my April Refunds sheet
What You Get
- One row per refund transaction in the April Refunds tab, with order number, refund date, refunded amount, and refunded line items in labeled columns.
- All April refunds pulled in one operation — no pagination, no manual filter.
- Your accountant gets a sheet link and can start the reconciliation without touching the raw export.
What If the Data Is Not Quite Ready
Your accountant also needs the refund reason and the gateway used
Fetch all Shopify orders from April 2026 with refunds and write order number, refund date, refunded amount, refund note, and payment gateway into my April Refunds sheet — one row per refund
Refunds span March and April because of billing cycle overlap
Fetch all Shopify refunds for orders created between 2026-03-15 and 2026-04-30 and write order number, refund date, refunded amount, and refund reason into my Refunds Reconciliation sheet — one row per refund
You need a total row at the bottom for the accountant's summary
Fetch all Shopify refunds from April 2026 and write order number, refund date, and refunded amount into my April Refunds sheet — add a SUM row at the bottom for total refunded amount
Full reconciliation pull: order details, refund details, gateway, total row, and flag partial refunds
Fetch all Shopify orders from April 2026 that have refunds — write order number, order total, refund date, refunded amount, refund note, and gateway into my April Refunds sheet — flag rows where refunded amount is less than order total as 'partial' in a column F — add a SUM row at the bottom
Running the partial refund flag alongside the pull means the accountant can spot reconciliation discrepancies without an additional formula step.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet the next time your accountant asks for refund data, then ask SheetXAI to pull the full date range in one operation. Monthly reconciliations will use the same prompt with updated dates. Also worth reading: how to export orders for quarterly financial analysis, or the hub overview for all Shopify workflows.