Order documentation map
Define what data is captured, where it lives, and how it moves into finance and export review.
Order field map
Required evidence list
Owner and status rules
Export operations workflow
Turn overseas orders into clean export operations.
klaps organizes order evidence, shipping proof, invoices, tax review, VAT reporting inputs, and team approvals so global Shopify sales do not become manual cleanup.
Export operations board
Orders, proof, invoices, reporting
ops-ready
01
Order capture
market, customer, payment
Shopify source
02
Shipping proof
carrier, tracking, delivery
Evidence pack
03
Tax review
invoice and reporting inputs
VAT logic
04
Approvals
exceptions and handoff
Ops cadence
4
records aligned
order, payment, shipment, invoice
3
review lanes
ops, finance, support
1
reporting rhythm
monthly export view
0
orphaned orders
exceptions get an owner
Where export ops break
Export work gets messy when records live in different places.
A Shopify order is only the start. Finance, logistics, customer support, and tax review all need the same clean evidence trail.
Order evidence
Market, product, customer, payment, discount, and fulfillment records need a clear source of truth.
Shipping proof
Tracking, carrier, delivery, and exception data often sit outside the order workflow.
Invoice gaps
Invoices and payment records need to match the order and export context before review.
Reporting drift
Monthly reporting gets slow when export records are rebuilt manually each time.
What we organize
An export workflow your team can repeat every month.
The setup connects Shopify order data, shipping proof, invoice logic, review ownership, and reporting outputs.
Shipping proof package
Create a repeatable evidence flow for carrier data, tracking status, delivery proof, and exceptions.
Carrier data review
Proof checklist
Exception queue
Invoice and tax inputs
Align invoice, payment, refund, discount, and VAT reporting inputs before the monthly close.
Invoice requirements
Payment matching
VAT input structure
Approval and handoff rhythm
Give operations, finance, and support one cadence for review, approval, and follow-up.
Approval steps
Monthly report template
Team handoff guide
Ops rhythm
A practical flow from order data to export report.
Each step turns scattered operational records into something finance and operators can review.
01
Data map
Map
Review Shopify, payment, shipping, invoice, and tax record sources.
02
Ops rules
Normalize
Define required fields, statuses, owners, and exception logic.
03
Approval flow
Review
Build the monthly review path for orders, proof, invoices, and refunds.
04
Export pack
Report
Package the recurring report, issue log, and team handoff format.
Deliverables
Export operations assets your team can keep using.
The work is designed for repeatability, not a one-time cleanup.
01
Export order data map
02
Invoice and payment matching checklist
03
Shipping proof and carrier evidence flow
04
VAT/reporting input structure
05
Exception handling and approval workflow
06
Monthly export report template and handoff guide
Operational stack
Shopify
AfterShip
Stripe
Klaviyo
Google Sheets
Notion
Carrier data
Tax docs
Service quotes and payment
Project scope and fees are agreed using the work described on our service pages. Review your final quote and contract before paying.
- Scope and deliverables
- Check the agreed work, product and page counts, languages, migration scope, and deliverables in your project quote.
- Final price and VAT
- Check the agreed fee, VAT treatment, subtotal, tax, and total. Confirm whether additional requests are included in the existing quote.
- Delivery schedule
- Review the planned start, delivery, acceptance schedule, and required client materials in your quote and contract.
- Third-party costs
- Check whether Shopify plans, paid themes and apps, advertising spend, and other external costs are included or charged separately.
- Invoice payment
- After the quote and contract are agreed, you receive a private invoice link. Review the project, quote number, amount, VAT, and due date, then use an available payment method.
- Cancellation and refunds
- Review the cancellation and refund conditions in your quote and contract before paying. Contact klaps about scope changes, scheduling, cancellation, or refunds.
Quote and payment enquiries: kai@klaps.io
Book a strategy call
Do not push global expansion into another quarter.
We will review your store, market assumptions, operating data, localization, and automation opportunities and create a plan tailored to your brand.