Easy Reconciliation
Still not clear the exact problem you're having. I use a spreadsheet and never had any issues; I can tell you my process and maybe that will help.
- I have a spreadsheet for BGs - each BG gets its own tab.
- When I place an order I enter the order into a new row in the corresponding spreadsheet tab - including how much I paid
- When it ships I enter the tracking info into their system - including a description of the order
- When it's delivered I mark it on my spreadsheet with the date
- When they scan it, I enter the amount scanned on my spreadsheet
- (Extra credit: I have a couple calculated fields in the spreadsheet to keep track of how much they owe me)
Pretty simple system; and I've never had to spend hours finding anything. Just make sure you enter everything into your spreadsheet as it happens.
ETA: This was written before your edit. You can still enter everything into a spreadsheet the next time you sit in front of the computer - just go through your emails (label the emails for easy filtering). And/or you can use Google Sheets which has a mobile app.