How do I spot fake or unusual orders in an online store’s sales history?

Ask for the raw order export, not a summary. Sort it several ways: by customer, by shipping address, by email domain, by time of day and by order size. Real sales are messy. Fake ones tend to be tidy, repeated or oddly timed, especially if they cluster around the end of a reporting period.

Next, trace the money. Compare each period’s orders with payment processor payouts and with deposits at the bank. Orders that show as paid but have no matching payout deserve an explanation. So do large refunds shortly after sales, orders cancelled after the month closes and heavy use of discount codes by the same few buyers.

Then check the delivery side. Do tracking records exist, and do parcels go to real addresses? Do repeat customers behave like repeat customers, with gaps and different baskets? Ask the seller about any orders placed by friends, staff or related companies. Have your accountant compare the order history with the financial statements. Unusual orders do not prove wrongdoing, but you should understand each cluster before you rely on the figures. Ask the seller, too, how the store handles suspected fraud today. A written process for flagging and cancelling suspicious orders suggests the owner pays attention, and the records of past cases are useful to read.

Key takeaways

• Work from the raw order export and sort it several ways.
• Match every period’s orders to payouts and bank deposits.
• Look at refunds and cancellations near period ends.
• Ask about orders from friends, staff or related companies.