Ecommerce Accounts Receivable Payment Matching
Match ecommerce payouts to sales, fees, refunds, and deposits so your books reflect what actually happened on every channel.
What This Is
Ecommerce platforms don’t deposit what they sold. They deposit what’s left after fees, refunds, chargebacks, advertising costs, reserves, and a dozen other adjustments. A $10,000 sales week might land in your bank as a $7,400 payout from Amazon plus a $1,900 payout from Shopify, and the math behind those numbers lives inside settlement reports that most business owners never look at.
This service ties the deposits in your bank to the actual sales activity on each channel. Gross sales, returns, platform fees, payment processor fees, and any holdbacks get recorded correctly so the books reflect what really happened, not just the net amount that hit the bank.
The Work
The Work
Pull settlement reports from each sales channel. Break each payout into its parts including gross revenue, returns, fees, and adjustments. Record those entries in QuickBooks. Match the resulting net amount to the deposit on the bank statement. Repeat across every channel, every payout cycle.
Channel Coverage
Channel Coverage
The base service covers your primary sales channel. Additional channels such as Amazon, Walmart, eBay, Etsy, and additional Shopify storefronts are billed at $75 per channel per month. Each one is reconciled the same way so reporting stays consistent across the whole business.
Why This Matters
When ecommerce deposits get booked as lump sum sales, the P&L stops telling the truth. Revenue looks lower than it actually is because fees and refunds are buried inside the net deposit. Expenses look lower because the platform fees never show up as a separate line. Margins look fine until you realize advertising and processor fees have been quietly eating the business.
The problem gets worse with multiple channels. Amazon settles every two weeks. Shopify pays out daily. Walmart has its own schedule. Without proper matching, deposits and sales drift apart, inventory adjustments get missed, and sales tax reporting becomes guesswork. By the time tax season arrives, untangling a year of mismatched activity costs far more than keeping it clean from the start.
Hidden Fees
Hidden Fees
Marketplace fees, fulfillment charges, ad spend deducted from payouts, and processor fees can easily run 15 to 30 percent of gross sales. If those costs aren’t being tracked as separate expenses, you can’t see what each channel is actually costing you to operate.
Reconciliation Drift
Reconciliation Drift
Reserves, delayed payouts, and rolling settlement periods mean the deposit you see today rarely matches the sales from that exact day. Without proper matching, the gap between sales and deposits grows month over month until nothing reconciles cleanly.
What Changes
Each channel has its own clean record. Gross sales show up as revenue. Fees show up as expenses. Refunds and chargebacks reduce sales the way they should. The deposit on the bank statement ties back to the underlying activity, and the books reflect the real performance of the business rather than a series of net numbers.
With matching done consistently, reporting becomes useful. You can compare channels, see which products carry their fees and which don’t, and watch margins move in real time as fees and ad spend change. Sales tax filings get easier because the data is already broken out by channel, and year-end tax preparation moves quickly because everything is already reconciled.
Channel-Level Visibility
Channel-Level Visibility
You see what Amazon actually contributes after fees, what Shopify nets after processor costs, and how each channel compares. Decisions about where to invest in advertising or inventory get grounded in real numbers instead of gross sales that don’t reflect what stays in the bank.
Books That Tie Out
Books That Tie Out
Bank deposits match recorded payouts. Sales reports match what the channels show. The books are ready for tax preparation, lender review, or any other use without a scramble to reconstruct what happened months ago.
Trusted Accounting for Small Businesses
First Step:
Start With a Call
Tell us about your business and what you need help with. We'll ask a few questions, evaluate your current situation, and let you know how GMJ can support your books, taxes, and day-to-day operations.
