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E-commerce Bookkeeping: How to do it?

E-commerce Bookkeeping
Read Time: 4 min

Running a successful e-commerce business is like building a magnificent sandcastle – you need a strong foundation (products and logistics), creative flair (marketing and branding), and meticulous attention to detail (customer service and operations). But amongst the bustling beach of activities, one crucial element often gets swept away by the tide: bookkeeping.

Fear not, fellow e-commerce entrepreneurs! Like sturdy seawalls protect your sandcastle, e-commerce accounting provides the financial stability and insights to keep your online venture thriving. So, grab your shovel and pail, and let’s dive into e-commerce bookkeeping.

Table of Contents

What is E-commerce Bookkeeping?

Think of e-commerce bookkeeping as the financial backbone of your online store. It’s meticulously recording and managing all your financial transactions, including sales, purchases, expenses, and taxes. But unlike traditional retail, e-commerce throws in some unique curves, like marketplace fees, shipping costs, and digital transactions. E-commerce bookkeeping software and skilled professionals can help you navigate these complexities and keep your financial sandcastle standing tall.

Why is it Important to have Bookkeeping in the E-commerce Business?

Ignoring bookkeeping, however tempting, is like building your sandcastle on quicksand. You might see some initial progress, but the shifting financials will eventually undermine your operation. Here’s why proper e-commerce bookkeeping is like an ocean breeze, calming the chaos and guiding you toward success:

  • Accuracy and Compliance: Stay on top of complex sales tax regulations, avoid costly accounting errors, and ensure transparency for investors and authorities.

  • Profitability Insights: Monitor sales, track expenses, and analyze financial data to understand your accurate profit margins and make informed business decisions.

  • Informed Growth: Optimize your business model, identify areas for cost reduction, and make data-driven decisions about inventory, marketing campaigns, and expansion.

  • Tax Preparation Breeze: With organized financial records, you can easily prepare for tax season, avoid penalties, and maximize deductions.

Advantages of E-commerce Bookkeeping:

  • Automation: Modern eCommerce accounting software automates mundane tasks like data entry, bank reconciliation, and reporting, freeing your time for strategic initiatives.

  • Scalability: As your business grows, your bookkeeping system can adapt to handle increasing complexity and transaction volume.

  • Real-time Insights: Quick access to financial data via dashboards and reports enables prompt reaction to market trends and informed decision-making.

  • Reduced Stress: Leave the financial worries to the experts and focus on what you do best – building your dream e-commerce empire.

E-commerce Bookkeeping

Basic Principles to Follow:

  • Separate personal and business finances: Treat your e-commerce business as a separate entity with dedicated bank accounts and financial records.

  • Choose the right bookkeeping software: Based on your business size and needs, explore options like Shopify Payments, Quickbooks Online, or Xero.

  • Categorize transactions accurately: Classify sales, purchases, and expenses into relevant categories for transparent financial reporting.

  • Reconcile bank statements regularly: Ensure your financial records match your bank statements to avoid discrepancies.

  • Back up your data: Protect your valuable financial information with regular cloud or external storage backups.

How to do E-commerce Bookkeeping?

Here’s a roadmap to navigate the e-commerce bookkeeping landscape:

  1. Get organized: Gather all your financial documents, invoices, and receipts. 
  2. Choose your software: Select a software solution that integrates with your e-commerce platform and marketplace accounts.
  3. Set up your accounts: Create accounts for income, expenses, inventory, assets, and liabilities.
  4. Record transactions regularly: Input sales, purchases, and expenses as they occur. 
  5. Categorize transactions: Classify each transaction accurately for optimal reporting.
  6. Reconcile bank statements: Ensure your records match your bank statements monthly. 
  7. Generate reports: Utilize reports to track sales, expenses, and profitability. 
  8. Seek professional help: Consult an accountant or bookkeeper for complex tasks or tax preparations.

Why Choose Profitjets for E-commerce Bookkeeping?

While you can navigate e-commerce bookkeeping yourself, it can be time-consuming and daunting. At Profitjets, we take the worry out of your finances, allowing you to focus on what you do best. Our team of skilled e-commerce bookkeepers offers:

  • Expertise in e-commerce platforms and marketplaces: We understand the unique challenges of online businesses and ensure accurate financial reporting.

  • Streamlined accounting processes: We automate tasks, manage cash flow, and handle reconciliations, saving you valuable time.

  • Customizable solutions: We tailor our services to your needs and budget, ensuring optimal financial management.

  • Real-time insights and reporting: Gain access to comprehensive financial dashboards and reports

Advanced Tips for E-commerce Bookkeeping

With the foundational principles laid, let’s dive deeper into the e-commerce bookkeeping ocean and explore some advanced tactics to keep your finances ship-shape:

Mastering Inventory Management:

  • Track inventory levels: Implement a reliable system to monitor available stock, prevent overselling, and optimize purchasing schedules.

  • Cost of goods sold (COGS): Accurately calculate COGS by factoring in purchase costs, shipping fees, and storage expenses for detailed profitability analysis.

  • Inventory valuation methods: Choose the suitable inventory valuation method (e.g., FIFO, LIFO) to match your business needs and tax regulations.

Taming the Tax Beast:

  • Sales tax compliance: Stay updated on your sales tax obligations and register with the necessary authorities in the jurisdictions you sell to.

  • Tax filing and deductions: Partner with a qualified accountant to ensure accurate tax filing, maximize deductions, and avoid penalties.

  • International tax considerations: If you sell internationally, familiarize yourself with complex international tax regulations and seek professional guidance.

Streamlining the Workflow:

  • Automate wherever possible: Leverage integrations with your e-commerce platform, bank accounts, and payment gateways to automate data entry and reconciliation.

  • Cloud-based accounting: Choose cloud-based accounting software for secure access, real-time data updates, and seamless collaboration.

  • Regular backups and data security: It is crucial to ensure that your valuable financial information is well-protected. To achieve this, implement strong data security measures and frequent backups.

Optimizing for Growth:

  • Key performance indicators (KPIs): Track key metrics like conversion rates, customer acquisition costs, and average order value to measure performance and identify growth opportunities.

  • Budgeting and forecasting: Create realistic budgets and financial forecasts to anticipate future expenses, manage cash flow, and make informed investment decisions.

  • Financial reporting and analysis: Use insightful financial reports to understand your business’s financial health, identify weaknesses, and make data-driven decisions for improvement.


Remember: Effective e-commerce bookkeeping is an ongoing journey, not a one-time destination. By diligently implementing these practices and seeking professional guidance, you can transform your online store into a financial fortress, weather any storm, and chart a course toward sustained success.

E-commerce Bookkeeping