Running an eCommerce startup introduces some unique startup bookkeeping challenges. The high volume of transactions, inventory management, sales tax complexities, returns processing, and variable expenses require solid finance processes from the start. Here are some key startup bookkeeping principles tailored specifically to the needs of eCommerce companies. Master these tips early on to maintain visibility and control as your online startup scales.
For eCommerce founders, it’s tempting to brush bookkeeping aside during those crazy early days of fulfillment issues, product launches, and customer acquisition. But sloppy financial records will quickly create headaches that threaten the viability of your online business. An area you can’t afford chaos? Bookkeeping.
Unlike a small brick and mortar shop, an eCommerce site faces:
- Hundreds or thousands of transactions daily across multiple sales channels and payment types.
- Multi-state tax registration, collection, and remittance requirements.
- A growing array of advertising and marketing expenses that are variable and difficult to track.
- Fulfillment and shipping costs that need correlation to inventory and sales data.
- Higher returns and cancellation rates.
Scaling an online store without the right financial processes and reporting in place is incredibly risky. You absolutely need real-time visibility into the fiscal health and operations of your eCommerce startup. Here are some bookkeeping best practices to lockdown from the start.
Tracking Inventory
One of the biggest bookkeeping headaches for eCommerce companies is tracking real-time inventory. Your sales channels, websites, warehouses, and 3PLs need tight integration.
- Use multichannel inventory management software that syncs and updates all locations in real time as orders are fulfilled.
- Continuously reconcile book inventory balances against on-hand warehouse counts to detect shrinkage or errors quickly.
- Make periodic accounting adjustments to align inventory asset values with physical quantities.
Tight inventory tracking ensures you have stock on hand to honor orders and prevent overselling, while optimizing reorders and cash flow. Don’t lose sight of this crucial asset.
Managing Sales Tax
Sales tax management is another bookkeeping challenge given online sales across multiple states.
- As your eCommerce site grows, proactively register in every state you have sales tax nexus.
- Use automation to calculate rates at checkout, collect taxes, and generate reports required for filing.
- Remit collected sales taxes to each state on schedule to avoid penalties and interest charges.
- Deduct any sales tax paid on purchases from amount owed when you file returns.
Sales tax non-compliance is serious - states come after missing revenues aggressively. Don't let this undermine your startup.
Processing Refunds
Offering easy returns and refunds is table stakes for competing as an eCommerce merchant. But bookkeeping for returns gets overlooked.
- Set up return workflows within your bookkeeping software when orders are refunded or replaced.
- Link refund transactions to original sales booking so revenues subtract automatically.
- Create a separate Returns/Allowances account to track refund volume.
- If refunding to original payment method, ensure credit gets reconciled properly.
Proper bookkeeping for returns ensures revenues are accurate and customer refunds go smoothly every time.
Controlling Expenses
With sales ramping quickly, it’s easy for expenses to spiral out of control. Closely monitor areas like:
- Marketing costs - SEM, social spend, affiliates, retargeting. Set daily/monthly budgets and alerts.
- Shipping - negotiate discounted rates as volume increases and confirm billing accuracy.
- Software tools - track SaaS spend across multiple vendors and staff members.
- Hosting, bandwidth - growing traffic boosts outlays, monitor for optimization.
While investing in growth, don’t let variable operating expenses bloat needlessly. Balance growth with frugality for sustainability.
Linking Accounts
Integration between financial accounts, sales channels, and software systems is a must for smooth eCommerce bookkeeping.
- Link bank accounts and credit cards to bookkeeping software for automated transaction capture.
- Set up API connections or exports/imports between order management systems and books.
- Sync shipping accounts like UPS, FedEx, and USPS to correlate costs with sales activity.
Eliminate tedious manual entry by unifying connections across platforms. Automated flows keep bookkeeping effortless at scale.
Financial Insights
With an accurate bookkeeping foundation in place, your accounts become a treasure trove of intel to optimize the business. Analyze data like:
- Sales trends - spikes around holidays, promotions, new product launches. Plan inventory accordingly.
- Profitability by product - avoid sinking resources into low-margin items.
- Lifetime value by traffic source - double down on your most lucrative channels.
- Seasonality impacts - prepare for Q4 spikes, summer lulls etc.
- Cash flow cycles - understand working capital needs as you scale.
Bookkeeping is certainly not the sexiest eCommerce activity. But in the fast-paced world of online retail, real-time financial visibility and control are absolutely critical. Use these tips to maintain solid finances from the start and fuel informed growth.
Put Your eCommerce Startup's Financial House in Order
Having your financial house in order is what enables aggressive scaling and venture funding for your eCommerce startup. Sloppy startup bookkeeping is one of the fastest ways to sabotage a promising online business.
Prevent profit leaks, tax penalties, and uncontrolled expenses by investing upfront in solid bookkeeping processes and tools. Your accounts will provide the visibility and insights you need, without becoming a burden as your transaction volumes grow.
Don't Let Bookkeeping Slow Your eCommerce Growth - Use Uplinq
Expanding an eCommerce startup introduces complex startup bookkeeping needs - tracking transactions and inventory, managing sales tax, processing returns, monitoring marketing costs, and more. Don't let accounting chaos stall your online store's growth.
Uplinq combines intelligent software with human expertise to tackle the unique bookkeeping challenges faced by eCommerce companies. Our AI platform automates the manual tasks like transaction categorization, account reconciliation, and reporting generation. This keeps your books clean without headaches. Our accounting specialists provide high-level guidance on profitability analysis, tax planning, cash flow management, and key financial decisions.
Let Uplinq simplify your eCommerce bookkeeping and provide real-time insights so you can confidently scale your online presence. Schedule a demo today to see how our innovative platform can accelerate your startup's eCommerce growth!
