E-commerce Financial Tracking Checklist

E-commerce bookkeeping is complex. Use this comprehensive checklist to make sure you're tracking every dollar across all your sales channels, payment processors, and expenses. Click each item as you complete it and check your total at the bottom to learn how you did.

Sales & Revenue Tracking

Multi-Channel Sales

Sales from each platform recorded separately (Shopify, Amazon, Etsy, etc.)

Platform fees deducted and categorized correctly

Gross sales vs. net sales clearly differentiated

Refunds and returns properly documented

Discounts and promotional costs tracked

Payment Processing

All payment processor fees recorded (Stripe, PayPal, Square, etc.)

Payment processor deposits reconciled to sales records

Chargeback costs and disputes documented

Processing fees broken out by platform/processor

International transaction fees identified

Sales Tax & VAT

Sales tax collected tracked by state/jurisdiction

Nexus determinations reviewed (where you're required to collect tax)

Sales tax remitted and filed on time

Tax-exempt sales properly documented

International VAT obligations reviewed (if applicable)

Cost of Goods Sold (COGS)

Inventory Management

Beginning inventory value documented

All product purchases recorded with dates and costs

Shipping costs to receive inventory tracked separately

Ending inventory counted and valued

Inventory shrinkage or loss documented

Cost per unit calculated for each product

Product Costs

Manufacturing or production costs tracked

Raw materials purchases recorded

Packaging and labeling costs documented

Product photography and listing costs categorized

Sample or testing costs tracked

Operating Expenses

Platform & Software Costs

Monthly platform fees recorded (Shopify, WooCommerce, etc.)

App and plugin subscriptions tracked

Email marketing platform costs documented

Inventory management software fees recorded

Analytics and tracking tool costs categorized

Shipping & Fulfillment

Outbound shipping costs to customers tracked

Shipping supplies expenses recorded (boxes, tape, labels)

Third-party fulfillment fees documented (FBA, 3PL)

Storage fees tracked (Amazon FBA, warehouse)

Shipping insurance costs recorded

Marketing & Advertising

Ad spend tracked by platform (Facebook, Google, TikTok, etc.)

Influencer payments and partnerships documented

Affiliate commissions recorded

SEO and content marketing costs tracked

Marketing tool subscriptions categorized

Customer Service & Operations

Customer service software costs documented

Return shipping costs tracked

Product replacement costs recorded

Professional services (virtual assistants, freelancers) documented

Business insurance premiums recorded

Cash Flow Management

Daily/Weekly Tasks

Daily sales totals reviewed

Payment processor deposits monitored

Outstanding customer refunds tracked

Upcoming subscription renewals noted

Monthly Tasks

All platforms reconciled to bank deposits

Credit card statements reconciled

Profit & Loss statement reviewed

Cash flow forecast updated

Inventory levels reviewed against sales velocity

Key Metrics Tracked

Average order value (AOV) calculated

Customer acquisition cost (CAC) monitored

Profit margin by product or product line analyzed

Return rate tracked and investigated

Days sales outstanding (DSO) measured

Tax Preparation

Quarterly Reviews

Estimated tax payments calculated and paid

Sales tax obligations met for all jurisdictions

Inventory value reviewed and adjusted

Major equipment purchases documented for depreciation

Year-End Preparation

Annual inventory count completed

A1099s prepared for contractors and vendors

All receipts and documentation organized

Previous year comparison prepared

Tax deduction opportunities identified

Documentation & Systems

Record Keeping

All invoices and receipts saved digitally

Transaction details include order numbers for traceability

Backup of all financial records maintained

Access credentials documented securely

Financial records separate from personal finances

Integration & Automation

Sales platforms integrated with accounting software (if possible)

Bank feeds connected and categorized

Recurring expenses automated

Regular reports scheduled and reviewed

Data backup automated

How Did You Do?

0 / 80

Check off items above to see your score!

Score Interpretation:

Checked 60+ items? Impressive! Your e-commerce financials are well-organized and you have excellent visibility into your business performance.

Checked 40-59 items? You're managing the basics but may be missing opportunities to optimize or could face challenges during tax season.

Checked fewer than 40 items? Your financial tracking likely has significant gaps that could be costing you money in missed deductions, inaccurate pricing, or tax compliance issues.

E-commerce Bookkeeping Is Complex

Between multiple sales channels, various fee structures, inventory management, and ever-changing sales tax rules, e-commerce bookkeeping requires specialized knowledge. Many online sellers lose track of profitability or miss important deductions because their books aren't set up correctly.

Our e-commerce bookkeeping services help you:

Accurately track profitability by product and channel
Ensure proper inventory valuation
Maximize tax deductions specific to online sellers
Stay compliant with multi-state sales tax obligations
Make data-driven decisions with clear financial reporting

Ready to Master Your E-commerce Finances?

Schedule a free consultation to learn how we can help your e-commerce business thrive with expert bookkeeping services tailored for online sellers.

Schedule a Free Consultation

Email: [email protected] | Phone: (337) 780-7192