1
Tell Us About Your Store
We learn about your selling platforms, monthly revenue, VAT position, accounting software, payment gateways, stock process and current bookkeeping challenges.
A Simple Ecommerce Bookkeeping Process From Start to Finish
We begin by understanding your business, your sales platforms and the problems you want to solve. Then we build a bookkeeping workflow around your actual ecommerce activity — not a generic checklist.
2
We Review Your Current Setup
We look for gaps such as unreconciled payouts, duplicate income, missing marketplace fees, weak VAT records, unclear stock costs or unreliable monthly reports.
3
You Get a Clear Action Plan
We explain what needs fixing first, which systems should connect, which reports matter and how your books can become easier to manage each month.
4
We Set Up the Monthly Workflow
Once you approve the plan, we organise the bookkeeping structure, platform data, reconciliation process, reporting schedule and communication routine.
Your Journey With Seller Bookkeeping UK
Book a Free Consultation
Start with a no-obligation discussion about your ecommerce bookkeeping, VAT questions, marketplace reconciliation and reporting needs.
Finance Health Check
We assess whether your current bookkeeping reflects real sales, refunds, fees, payment gateway deductions, stock costs and VAT records.
Tailored Proposal
You receive a clear scope of work based on your platforms, transaction volume, VAT status, software and reporting requirements.
Setup and Clean-Up
We help organise accounts, marketplace feeds, payment gateway data, chart of accounts, opening balances and any urgent catch-up work.
Monthly Bookkeeping
Each month, we reconcile payouts, separate marketplace fees, code expenses, review stock-related entries and prepare useful reports.
Ongoing Support
You can ask questions, review reports and get practical guidance as your ecommerce business grows or becomes more complex.
Step-by-Step Ecommerce Bookkeeping Process
Seller Bookkeeping UK works with online sellers who need more than basic bank-feed bookkeeping. Ecommerce businesses usually deal with marketplace settlements, refunds, shipping charges, payment gateway fees, advertising spend, stock purchases, VAT records and sales across more than one platform. Our process is designed to turn that activity into organised accounts and meaningful reports.
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1. Free Discovery Call
We start with a friendly consultation to understand your ecommerce business. We discuss where you sell, how you get paid, whether you are VAT registered, which accounting software you use and what currently feels messy or unclear.
2. Bookkeeping Review and Gap Check
Next, we review the areas that often cause ecommerce bookkeeping problems: marketplace payouts, gross sales, refunds, platform fees, advertising charges, payment gateway balances, stock costs, VAT treatment and duplicated income.
3. Custom Bookkeeping Roadmap
You receive a practical roadmap showing how your bookkeeping should work going forward. This may include software improvements, automation suggestions, monthly reconciliation steps, reporting structure and clean-up priorities.
4. Onboarding and System Setup
Once you decide to move ahead, we organise the records and workflows needed to run your monthly bookkeeping. This may include Xero, QuickBooks, marketplace reports, payment processors, bank feeds, apps and document collection.
5. Monthly Reconciliation and Reporting
Every month, we reconcile sales channels and payments, separate fees and refunds, code expenses, review balance-sheet items and prepare reports so you can see profit, cash flow and key ecommerce numbers more clearly.
6. Review, Improve and Support Growth
As your store grows, your finance process may need to change. We help you understand the numbers, improve reporting, prepare better records for tax and VAT, and make bookkeeping easier to manage over time.
What Happens After You Contact Us
1
We Reply and Arrange a Call
After you get in touch, we arrange a suitable time to discuss your ecommerce business, bookkeeping needs, software and finance goals.
2
We Understand Your Platforms
We ask about Amazon, eBay, Shopify, Etsy, WooCommerce, payment gateways, fulfilment methods and monthly transaction volume.
3
We Identify the Main Issues
We look for common problems such as missing marketplace fees, duplicated sales, unreconciled payouts, unclear VAT records or weak profit reports.
4
We Recommend the Best Route
You receive clear recommendations. This may be ongoing bookkeeping, a clean-up project, VAT-ready record support or a better software workflow.
5
We Start Onboarding
We organise access, reports, software, document collection and monthly deadlines so the bookkeeping process runs smoothly.
6
You Receive Monthly Clarity
You get organised bookkeeping, reconciled accounts and reports that help you understand profit, cash flow and business performance.
Monthly Bookkeeping Workflow for UK Online Sellers
A reliable month-end process is the foundation of accurate ecommerce bookkeeping. We do not only match bank deposits. We help connect platform activity to your accounts so your reports show the real movement behind the money.
What We Typically Review Each Month
- Amazon, eBay, Shopify or other marketplace sales reports and settlement summaries.
- Payment gateway payouts from Stripe, PayPal, Klarna, Shopify Payments or similar processors.
- Gross sales, refunds, shipping income, marketplace fees, advertising charges and subscription costs.
- Bank feeds, business expenses, supplier invoices, courier costs, software subscriptions and direct debits.
- Stock purchases, landed costs and cost-of-goods-sold workflows where relevant.
- VAT-ready records, digital links and bookkeeping categories needed for cleaner VAT support.
- Balance-sheet accounts, clearing accounts and any unreconciled balances that need investigation.
- Monthly reports showing profit, costs, cash flow and performance trends.
Important: The exact monthly workflow depends on your platforms, software, transaction volume, VAT status, business structure and whether any catch-up or clean-up bookkeeping is required.
Why Marketplace Reconciliation Matters
Marketplace deposits rarely equal gross sales. A single payout may include product sales, refunds, commissions, delivery charges, storage fees, advertising deductions, reimbursements, reserve movements and currency adjustments. If these are not separated correctly, profit reports can become misleading.
Platforms, Software and Records We Work With
Our process is designed for ecommerce businesses that sell through one or more online channels. We adapt the workflow to your actual setup rather than forcing every seller into the same system.
Sales Channels Covered
- Amazon seller bookkeeping, including settlements, FBA-related costs, refunds, reimbursements and advertising.
- eBay bookkeeping, including managed payments, returns, promoted listings, postage and seller fees.
- Shopify bookkeeping, including Shopify Payments, PayPal, Stripe, Klarna, gift cards, apps and refunds.
- Etsy, WooCommerce and other multi-channel ecommerce bookkeeping workflows.
- Direct website sales, payment gateways, courier charges, stock purchases and supplier costs.
Accounting Software and Apps
We can discuss workflows involving Xero, QuickBooks, spreadsheets, marketplace reports, payment gateways and ecommerce connector tools. The aim is not to add unnecessary software, but to create a reliable process that saves time and improves accuracy.
Internal Resources for the Next Step
Use these internal links to explore related pages and services:
Book a Free Consultation
Start with a free call to discuss your bookkeeping setup and the best next step.
Ecommerce Bookkeeping Services
Explore monthly bookkeeping support for online sellers and multi-channel stores.
Amazon Seller Bookkeeping
Learn how we support Amazon sellers with settlements, fees, refunds and reporting.
eBay Seller Bookkeeping
See bookkeeping support for eBay sellers using managed payments and promoted listings.
VAT Services
Understand VAT-ready records, digital bookkeeping and ecommerce VAT support.
Pricing
Review service package information and what can affect your bookkeeping quote.
What Makes Our Process Different?
Many sellers come to us after realising that basic bookkeeping does not explain what is happening inside their ecommerce business. A bank deposit might look simple, but the marketplace report behind it can include many different movements. Our process focuses on the detail that affects profit, tax readiness and decision-making.
Designed for Ecommerce, Not Generic Bookkeeping
We consider platform settlements, payment gateways, stock, refunds, advertising, VAT records and reporting from the start. This makes the bookkeeping process more relevant for sellers who need to understand true performance, not just bank movement.
Clear Communication and Practical Reports
You should not need to decode complicated accounting language to understand your business. We aim to provide reports and explanations that show what changed, why it matters and what to review next.
Scalable Support as Your Store Grows
Your bookkeeping needs may change as transaction volume increases, you add platforms, register for VAT, hire staff, increase stock purchases or expand internationally. Our workflow can adapt as your business becomes more complex.
What Sellers Appreciate About Our Process
"The process was simple from the first call. They explained what was wrong with my Amazon reports and gave me a clear monthly workflow."
"I finally understood why my Shopify payouts did not match sales. The onboarding was clear and the monthly reports are much easier to use."
"The best part was the structure. I knew what to send, when reports would be ready and what each number meant for my business."
How It Works FAQs
How do I start working with Seller Bookkeeping UK?
Start by booking a free consultation or contacting us with details about your ecommerce business. We will discuss your platforms, current bookkeeping setup, software, VAT status and the support you need.
Do I need to prepare anything before the first call?
You do not need to prepare detailed accounts, but it helps to know your sales platforms, monthly revenue range, accounting software, VAT position and the main problems you want to fix.
Can you clean up messy ecommerce bookkeeping?
Yes. If your books include duplicated sales, unreconciled payouts, missing fees, poor VAT records or unclear stock entries, we can discuss a clean-up plan before moving into monthly bookkeeping.
Do you work with Amazon, eBay and Shopify sellers?
Yes. Our process is designed for Amazon, eBay, Shopify, Etsy, WooCommerce and multi-channel sellers. The workflow is tailored to your platforms and payment processors.
Will you set up my bookkeeping software?
Where suitable, we can help organise your bookkeeping software structure, chart of accounts, platform data, bank feeds, payment gateway records and reporting process.
How often will my bookkeeping be updated?
Most ongoing bookkeeping work is completed monthly. The exact schedule depends on your transaction volume, VAT deadlines, reporting needs and agreed scope of work.
Can you help with VAT-ready records?
Yes. We can help organise VAT-ready bookkeeping records and discuss how sales, refunds, fees, expenses and software workflows should be structured for better VAT support.
Will I understand the monthly reports?
Our goal is to make reports practical and understandable. We focus on useful numbers such as sales, fees, refunds, stock-related costs, expenses, profit and cash-flow visibility.
Can the process scale as my business grows?
Yes. As your business grows, we can adapt the workflow for higher transaction volume, more platforms, VAT complexity, stock tracking and more detailed management reporting.
Ready to See How Better Ecommerce Bookkeeping Works?
Book your free consultation and get a clear next step for marketplace reconciliation, VAT-ready records, monthly bookkeeping and ecommerce profit reporting.