When you sell game accounts, currency, and items on Eldorado, G2G, iGVault, Racoon, and GameBoost at once, the numbers rarely agree by the end of the month. Stock counts drift, payouts land on different schedules, and a few orders never match what you expected. This guide gives you a repeatable reconciliation workflow that connects what you sold, what left your inventory, and what you were actually paid.
Why reconciliation matters when you sell on more than one marketplace
Selling on a single marketplace gives you one dashboard, one fee schedule, and one payout calendar. Once you add a second, third, or fifth, you have several versions of the truth. Each marketplace reports its own order list, its own fees, and its own payout timing.
Without a routine check, small errors pile up quietly:
- A sold account stays active on another marketplace and gets sold twice.
- A currency order is delivered but never subtracted from your master balance.
- A refund is processed, but the stock goes back into the pool without being checked.
- A payout is lower than expected because of a fee you forgot to model.
Reconciliation is not accounting for its own sake. It is how you find leaks in your stock, pricing, and workflow while they are still small. It pairs naturally with the weekly sell-through review, but it asks a different question. The sell-through review asks "what should I reprice or retire?" Reconciliation asks "does what I think happened match what actually happened?"
The three ledgers you are reconciling
It helps to treat your operation as three separate ledgers that should tell the same story.
- Order ledger: every completed, cancelled, refunded, or disputed order per marketplace.
- Inventory ledger: how many accounts, items, or currency units you started with, added, and have left.
- Money ledger: gross sale price, marketplace fees, refunds, and the net amount that reached your balance or wallet.
A clean month means that for every order in the first ledger, the inventory ledger shows exactly one matching decrease and the money ledger shows exactly one matching net amount. Every difference is an exception that needs a reason.
Step 1: Fix a cutoff and collect your data
Start by deciding the period and sticking to it. For most sellers that is a calendar month, though a four-week cycle works too if it matches your payout cadence.
Agree on these before you pull any data:
- Time zone. Marketplaces may show timestamps in different zones. Pick one (UTC is easiest) and convert, or an order placed near midnight will land in different months on different sheets.
- Order status rules. Decide whether an order counts on the day it is placed, delivered, or completed. Use the same rule everywhere.
- Open orders. Anything still pending at the cutoff gets its own "carried over" line instead of being forced into either month.
Then export or copy the order history from each marketplace, along with your current inventory list and your payout or withdrawal history.
Step 2: Reconcile inventory first
Inventory errors cost the most because they lead to overselling and refunds, so start there.
For each internal listing ID (see listing ID and title naming conventions), compare:
- Opening stock at the start of the period
- Plus units added through restocks
- Minus units sold, summed across all marketplaces
- Minus units removed for quarantine, bans, or retirements
- Equals the expected closing stock
Now compare expected closing stock to what you physically hold or what your records show. A mismatch of even one unit is worth investigating.
The most common causes are:
- Sync gaps: a sale on one marketplace was not reflected on the others in time. This is the heart of the overselling problem.
- Partial restocks: a batch that only partly uploaded, leaving your sheet and your live listings out of step. See the bulk restock error triage workflow.
- Returned stock: refunded items that were never re-added or, worse, were re-added without a check. The returned stock relisting workflow covers this.
- Manual edits: quantities changed directly on a marketplace and never recorded in your master list.
Step 3: Reconcile the money
Once inventory matches, check whether the money does. For each completed order, record the same set of columns so that all marketplaces can be compared side by side.
| Column | What it captures | Why it matters |
|---|---|---|
| Order ID | Marketplace order reference | Lets you trace every line back to the source |
| Marketplace | Eldorado, G2G, iGVault, Racoon, or GameBoost | Fee rules differ per platform |
| Internal listing ID | Your own stock identifier | Links the order to the inventory ledger |
| Gross price | What the buyer paid | Starting point for margin |
| Fees | Commission and any other deductions | Shows the real cost of each channel |
| Expected net | Gross minus your modeled fee | What you thought you would receive |
| Actual net | What the marketplace reports as credited | What actually arrived |
| Variance | Actual minus expected | Flags fee surprises or errors |
The variance column is the one that does the work. If your expected net is built from the same assumptions as your net-payout price floor, a consistent negative variance on one marketplace tells you your fee model is out of date. A random one-off variance points to a specific order, such as a partial refund or an adjustment.
Then compare totals: the sum of actual net amounts per marketplace should line up with the credits in your balance or withdrawal history. Keep in mind that held funds, pending release periods, and withdrawal fees can create timing differences. Label those as timing items instead of errors.
Step 4: Sort every exception into a category
Do not leave exceptions as a vague pile of "weird stuff." Give each one a category and an owner, so patterns show up over time.
| Exception type | Typical cause | Typical fix |
|---|---|---|
| Sold but not decremented | Sync delay or manual sale | Correct master stock, review sync routine |
| Decremented but no order | Stock removed by mistake, or order cancelled | Verify and restore or document |
| Net lower than expected | Fee change, refund, or adjustment | Update fee model, check the order |
| Net higher than expected | Promo credit or wrong fee assumption | Confirm and adjust the model |
| Refunded stock re-listed | Skipped quarantine step | Add a mandatory check before relisting |
| Orders pending at cutoff | Timing | Carry to next period |
If the same category appears every month, you do not have an exception problem. You have a process problem, and Step 5 is where you fix it.
Step 5: Fix root causes, not just the numbers
Adjusting a spreadsheet so it balances is easy and nearly useless. The point is to stop the same mismatch from returning.
Use your exception log to make small, specific changes:
- Frequent sync gaps: reduce the time between a sale and the other listings being updated, and keep a small stock buffer on your fastest-moving offers.
- Fee variances: update your fee assumptions per marketplace and re-check your price floors so you are not selling below your true margin.
- Mapping errors: if orders for the wrong variant keep appearing, revisit your field mapping and attribute naming, as described in normalizing account attributes.
- Repeated refunds on one listing: check the description and delivery notes. Often the fix is clearer wording, not different stock.
Build a rhythm: light weekly, full monthly
A full reconciliation once a month is enough for most sellers, but only if a lighter check happens in between.
- Weekly (15 to 20 minutes): compare sold counts per marketplace to inventory decreases, and look for any order that has no matching stock change.
- Monthly (1 to 2 hours): run the full inventory and money reconciliation above, close out the period, and record the exception categories.
- Quarterly: review the exception log for patterns and decide on one process change.
During busy periods, such as the run-up to the holidays, shorten the weekly check to every few days. Volume amplifies every small error. The peak-season prep plan shows how to get ready for that.
Common reconciliation mistakes
- Using different date rules per marketplace. The totals will never match.
- Mixing gross and net. Compare like with like, or the variance means nothing.
- Ignoring small differences. A one-unit gap is a free warning about a bigger leak.
- Fixing balances without logging the cause. You will repeat the same error next month.
- Reconciling only the marketplace you trust. The mismatch is usually on the one you check least.
Where Sellerbot fits in
Reconciliation is much easier when the inputs are consistent in the first place. A multi-marketplace panel helps you keep listings, restocks, and sold-stock updates in one place so that fewer discrepancies appear. You can see what that looks like in the features overview, check which marketplaces are covered on the platforms page, or try the preview to get a feel for the workflow. If you are comparing options, the plans page lists what is included. Your payout records and tax or accounting needs remain your own responsibility, so keep your own order and money ledger alongside any tool you use.
A simple checklist to start this month
- Choose a time zone and an order-status rule, and write them down.
- Export orders and payouts from every marketplace you use.
- Reconcile inventory per internal listing ID before touching money.
- Fill in gross, fees, expected net, and actual net for every order.
- Categorize each exception and assign one fix.
- Make one process change based on the most frequent exception type.
Do this for two or three months and the exceptions get smaller and easier to spot. The result is fewer oversells, fewer unexpected payouts, and a clearer view of which marketplaces and listings actually earn you money. For more workflows like this, browse the Sellerbot blog.