Home › Merge Guides › eBay + WooCommerce › Refund Reconciliation walkthrough
The Best Way to Merge eBay and WooCommerce Data for Refund Reconciliation
If you're doing refund reconciliation by hand right now, here's the fastest path from "two exports" to "one usable sheet," and why the manual version keeps breaking.
Step by step
- Decide your target columns once. Most people settle on Date, Channel, Order ID, and Total — set that up in CSV Experts and you won't redo it.
- Import the eBay file first. The first time you see this file shape, you map each of its columns to your target list.
- Import the WooCommerce file the same way. Its columns get mapped once too — after that, every future file with this shape merges with no extra clicks.
- Check the merged totals. Dates and numbers are normalized automatically, so a European "24,00" and a US "24.00" both land as the same value.
- Export. CSV or Excel, ready for refund reconciliation.
What actually goes wrong if you do this by hand
eBay gives you Sale Date shown in the seller's local time, while WooCommerce gives you an Order Date in whatever format your WordPress site's locale is set to — line those up manually across a few hundred rows and it's easy to miscount a week. On top of that, eBay's export the seller hub export format changed more than once, so column names can differ depending on when the report was generated, and WooCommerce's column layout depends on which export plugin generated the CSV, so two WooCommerce stores can produce different headers entirely. Individually those are minor quirks; combined into one spreadsheet by hand, they're where most reconciliation errors for refund reconciliation actually come from.
Why it matters for refund reconciliation
Refunds are recorded differently enough between platforms that matching them back to original orders is one of the most error-prone manual tasks.
Just want the quick column-difference reference instead? See the short version.