E-commerce Bookkeeping: Your Ultimate Guide

Running an ecommerce business can be challenging, especially when it comes to managing your finances. Keeping track of sales, expenses, and taxes can quickly become overwhelming. That's where apps for ecommerce bookkeeping service for small business can help. In this guide, we'll explore the benefits of outsourcing your bookkeeping, and provide tips for finding the right service for your business.

How can I get started with an E-commerce Bookkeeping system?

To get started with an E-commerce Bookkeeping system, you should first choose a software that suits your business needs. Then, set up your accounts and connect them to your payment gateways and bank accounts. Finally, regularly track and categorize your transactions to keep accurate financial records.

The Basics of E-commerce Bookkeeping

There are several necessary steps you must take when you’re setting up a bookkeeping workflow for an e-commerce store. A simplified version of this process might look something like this:

  1. Determine how you want to track and cost your inventory
  2. Download retail accounting software
  3. Create templates for sales orders, invoices, and receipts
  4. Start tracking your inventory
  5. Create a balance sheet, income statement, and cash flow statement for your first month of business

Before you start doing the math to figure out your revenue and costs, it’s a good idea to make sure you understand the basics. The best place to start is with financial statements, specifically financial reports, that can help you make informed business decisions. Understanding the financial reports is crucial for any business, and it is the responsibility of the CFO to ensure that the reports are accurate and up-to-date.

Keeping Track of All Income and Expenses:

In the fast-paced world of ecommerce, it's vital to stay on top of your income and expenses. Neglecting to do so can lead to financial chaos and missed opportunities. Here's how to stay organized with best practices for total revenue and net profit.

1. Maintain detailed records of all transactions:

Track all sources of income, including sales revenue, fees, shipping costs, and any other expenses associated with your business. Maintaining meticulous records allows you to reconcile accounts regularly and ensure accuracy. By categorizing your expenses appropriately, you can also identify areas where you can potentially reduce costs and increase profitability using cash basis accounting.

2. Embrace accounting software:

Leverage the power of accounting software like QuickBooks Online or Xero to simplify your bookkeeping process. These tools automate data entry, generate reports, and provide real-time insights into your financials. By integrating your ecommerce platform with your accounting software, such as bigcommerce, you can seamlessly import sales data, automate transaction recording, and save valuable time. With an online store, you can easily manage your sales and inventory in one place, making it easier to track your finances and grow your business.

Separating Personal and Business Finances:

To maintain financial clarity and minimize complications, it's essential to keep your personal and business finances separate. Follow these guidelines for managing your personal finances.

1. Open a dedicated business bank account and credit card:

Separate business accounts from personal ones to avoid commingling funds. This separation streamlines your bookkeeping, simplifies tax reporting, and safeguards your personal assets. Additionally, having a separate business bank account and credit card helps you monitor your business expenses more efficiently, especially if you are an ecommerce business owner looking for ecommerce books.

2. Create a budget and stick to it:

Develop a well-defined budget for your business. By tracking your expenses and income against this budget, you can identify areas of overspending, make informed decisions, and ensure pricing profitability. A budget serves as a financial roadmap, helping you allocate resources effectively and maintain a healthy bottom line. It is important to note that taxes are a crucial aspect of budgeting, and consulting with the IRS or a tax professional can help ensure compliance and avoid penalties.

Using Accounting Software to Streamline the Process:

Managing ecommerce bookkeeping manually can be overwhelming and prone to errors. Accounting software offers numerous benefits, including the ability to keep track of finances in-house and manage the cost of goods with fulfillment.

1. Simplified income and expense tracking:

Accounting software automates data entry, reducing the time and effort required to track your finances. You can categorize transactions, generate reports, and analyze your financials with ease. By having a clear overview of your income and expenses, you can make data-driven decisions and spot financial trends to drive your business forward with accrual accounting, ecommerce accounting, and paypal.

2. Integration with ecommerce platforms:

Integrate your accounting software with your ecommerce platform to seamlessly track sales and inventory as an ecommerce seller. This integration saves time and ensures accurate recording of your business transactions. With real-time data synchronization, you can avoid discrepancies between your ecommerce platform and your accounting software, allowing for accurate financial reporting and a streamlined sales channel. Stripe is a popular payment gateway that can be integrated with your ecommerce platform to accept payments from customers.

Cloud Bookkeeping and Accounting Services for

As an e-commerce business owner, managing your bookkeeping and accounting can be a daunting task. However, there are key things several tools and strategies that can make this process much simpler and more efficient. One such tool is accounting software, which can help you keep track of your finances and generate reports with just a few clicks of a button. Another strategy is to use a mortar and pestle to grind your own herbs and spices, which can save you money and add a personal touch to your products.

Firstly, utilizing accounts and credit cards dedicated to your ecommerce store business expenses provides you with the ability to monitor your spending in a more organized manner. Payment processors are another essential tool for ecommerce businesses, as they allow for secure and efficient transactions between customers and businesses. If you're looking to expand your online sales channels, consider selling on ebay, one of the largest online marketplaces in the world.

Secondly, creating a budget for your business will help you identify areas of overspending and ensure profitability. A budget acts as a financial roadmap and enables you to allocate resources effectively.

Additionally, using accounting software can streamline your e-commerce bookkeeping process significantly. By automating data entry and categorizing transactions, you save time and reduce errors. With real-time synchronization between your ecommerce platform and accounting software, you can ensure accurate financial reporting and have a clear overview of your income and expenses. This not only saves you time, but also provides valuable insights into your business's financial health, allowing you to make informed decisions to drive your business forward. With cloud bookkeeping and accounting services, managing your finances has never been easier for e-commerce businesses like Amazon sellers and Shopify online stores.

Tracking Fees Charged by Ecommerce Platform and Shipping Costs

As an e-commerce business owner, it is important to track all fees charged by your ecommerce platform and shipping costs. These expenses can add up quickly and impact your profit margins if not managed properly.

One way to effectively track these costs is by utilizing accounting software that integrates with your ecommerce platform. This allows you to automatically import transaction data and categorize fees and shipping costs separately from sales revenue. By doing so, you can easily identify these expenses and monitor their impact on your profitability in real-time.

Another important aspect to consider is reconciling your accounts regularly. This involves comparing and verifying transactions between your ecommerce platform and accounting software to ensure accuracy and prevent discrepancies. By reconciling your accounts, you can identify any errors or missing transactions and correct them promptly.

Additionally, it is important to keep detailed records of all expenses related to your e-commerce business, including receipts and invoices. This not only ensures compliance with tax regulations, but also helps with financial analysis and budgeting.

In conclusion, effective e-commerce bookkeeping is essential for the success of your business. By utilizing accounting software and tracking fees and shipping costs, you can manage your finances efficiently and make informed decisions to drive growth.

Staying on Top of Sales Tax Obligations:

Complying with sales tax regulations is crucial for ecommerce businesses. Ensure you meet your obligations with these tips:

1. Understand your sales tax obligations:

Familiarize yourself with the sales tax rules and regulations specific to your state or jurisdiction. This knowledge will help you collect and remit the correct amount of sales tax. Keep in mind that sales tax regulations can vary, so staying informed is essential.

2. Automate sales tax management:

Utilize sales tax automation tools like Tax Jar or Avalara to simplify sales tax calculations, automate filings, and ensure compliance with state regulations. These tools save time, reduce errors, and provide peace of mind. With automation, you can focus on growing your business while staying on top of your sales tax obligations.

While having a basic understanding of bookkeeping is important, there may come a time when seeking professional assistance becomes necessary:

1. Recognize the need for professional help:

If you find yourself struggling to manage your finances effectively or need guidance on complex bookkeeping matters, consider enlisting the services of a professional accountant or bookkeeper. They have the expertise to navigate intricate financial scenarios and can provide valuable insights tailored to your business's unique needs.

2. Gain peace of mind:

Working with a qualified professional ensures your financial records are accurate, taxes are filed correctly, and your business remains financially healthy. This allows you to focus on what you do best: growing your ecommerce venture. A professional can also provide strategic advice and help you make informed decisions based on your financial data.


Mastering ecommerce bookkeeping is an essential skill for any online business owner. By following these guidelines and leveraging the power of technology and professional expertise, you can streamline your bookkeeping process, stay on top of your finances, and pave the way for sustainable success. Remember, bookkeeping doesn't have to be daunting—embrace it as an opportunity to gain valuable insights into your business and make informed financial decisions. Happy bookkeeping!