You paid for 1,000. 980 landed. Nobody counted.
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Your last 10 POs · sample
- Landed short
- 3 POs
- Cost stale in Shopify
- 14 SKUs
- Wires due in 60 days
- $31,000
The task problem
Nobody keeps the PO tracker current.
Confirmations in email. Invoices in Drive. The receipt in the 3PL dashboard. Cost typed into Shopify by hand in April.
Five sources, one spreadsheet — and the spreadsheet is the one you trust least.
So you run the math alone, at night, from memory.
PO tracker — Q3.xlsx
last edited 41 days ago
One villain, three prices
The gap charges you three ways
- SHORT-SHIPPED
980 landed, 1,000 billed.
Caught at receipt, it’s a claim. Caught at year-end, it’s shrink — and it’s yours.
- STALE COST
Shopify says $5.54 a unit. The last supplier invoice says $7.57.
Every margin number since is wrong, every pricing call built on it is wrong, and nothing told you.
- CASH YOU CAN’T SEE COMING
Two deposits out, three wires due, a duty bill at customs.
None of it in Shopify. All of it due inside 60 days. The P&L looks better than ever; the bank account doesn’t.
The tracking problem
Tracked, still untied.
Shopify has a PO field and a cost field now. Both typed in by a human. So is your sheet. Nothing reads what the supplier billed, what the warehouse stowed, or whether your books agree.
One PO, three numbers — read from the documents
- PO
- PO-1042
- Ordered
- 1,000 units
- Billed
- 1,000 units · $7,570
- Landed
- 980 units
- Difference
- 20 units · $151
“I’ll build it in Sheets with Claude.” For ten POs — yes, and you should. At thirty a month with a supplier, a forwarder, customs and a 3PL, the reading is the work: every confirmation, invoice, freight bill, customs entry, receiving report. And nobody checks that the sheet ties to your bookkeeper’s number. Ledger does, and shows you where it came from.
Forward. Join. Write.
How Ledger keeps the tracker
Forward
Your supplier paperwork goes in: confirmations, invoices, freight, customs. Your 3PL is connected. You confirm what was read, once.
Join
What you ordered, what you were billed, what landed, what’s on the shelf, what Shopify thinks — side by side. Every disagreement priced and dated while you can still do something about it.
Write
The true cost of every unit goes back into Shopify. You get one page a month. Your bookkeeper gets theirs, and the month ties.
Audit → approval → earned autonomy. This is how every Leaf app works.
What changes for you
Not a feature list — what’s different on Tuesday
Here’s what actually happens, from the first thirty minutes.
Minute 30
You see your last ten POs the way you’ve never seen them.
What’s open, what landed short, which SKUs you’re pricing off a cost that isn’t true anymore.
Week two
Your margin is real.
The cost on your top SKUs is what the supplier actually charged, not what someone typed in April. You know what’s coming due at 30, 60, 90 days — before the wire, not after.
Month one
The month ties.
Your bookkeeper gets a close they didn’t have to rebuild from PDFs. Your accountant’s Monday morning, done Sunday night.
Month two
Lead times are what your suppliers actually did, not what they promised.
You order to reality.
Month three
You can say, in dollars and from your own documents, what was caught.
At receipt, on invoices, in stale costs. Your name is on the page. Your calls are credited.
Before any money moves
The free ledger on ten POs is the whole pitch.
If the number isn’t there, we tell you.
Off your list
What you stop doing
- Running the math alone at night, from five tabs and memory.
- Pricing off a cost you suspect is wrong and can’t prove.
- Finding out at year-end what landed short in March.
- Getting surprised by a wire you knew about and forgot.
- Rebuilding inventory for your bookkeeper from the same PDFs, every month, late.
Two buyers, one ledger
You get the tracker. Your bookkeeper gets the close.
Inventory at what it really cost, every adjustment shown, tied to your books or told exactly where it isn’t. The person who distrusts your inventory number most becomes the person who vouches for it.
Nothing here runs on trust. The first ten POs are built free, every row shows the document it came from, and the close has to tie to your bookkeeper’s number or say where it doesn’t. The only thing we ask you to believe is your own paperwork.
Due diligence
The questions we’d ask too
My bookkeeper already does inventory.
By hand, from the same PDFs, late, and the number doesn’t tie to Shopify. Ledger hands them the bridge with every adjustment shown. Ask them if they’d like Sunday night back.
What if the close disagrees with my bookkeeper?
Then Ledger is wrong until it ties, and it says so line by line. A close that disagrees with your books is useless to you; we treat it that way.
Can’t I do this in Shopify?
Shopify’s PO and cost are whatever someone typed. Ledger’s are what the supplier billed and the warehouse stowed, read from the documents, with the difference priced. You’re paying for the reading, not the field.
Does it send my POs?
No. It tracks them. You stay the one who places the order.
What does it touch?
It reads your paperwork and your 3PL. It writes one thing to Shopify — the true cost per unit — and only after you confirm. Everything is undoable and every change shows before and after.
What happens if I leave?
The costs are in Shopify, the close is in your books, every PDF is still yours.
Send ten POs. See what landed.
Two futures: the three numbers stay in three places, or they sit side by side with your name on the page.
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