Monthly ecommerce bookkeeping
Monthly Bookkeeping for UK Ecommerce Businesses
Know what is included before you commit
- Agree the platforms, reporting periods and records covered before work starts.
- Specify whether VAT returns, year-end accounts and tax returns are included or separate.
- Confirm software and connector subscriptions, setup, historical cleanup and any overseas filings in the written quote.
We confirm the fee and scope before work starts. Compare the work included in your quote.
What the monthly bookkeeping work covers
Agree the channels and accounts to reconcile, then gather sales reports, settlements, bank statements and purchase invoices. Record gross sales and the relevant deductions separately instead of treating each bank deposit as turnover.
Reconcile the bank and platform clearing balances. Investigate refunds, reserves, payment holds, chargebacks and foreign-currency differences. An unresolved balance should have an explanation and a next step, rather than an entry that simply makes the books balance.
Agree the reporting you need: a profit and loss account, balance sheet and outstanding reconciliation items can support a useful monthly review. Per-channel margin reporting needs a consistent allocation of stock, fulfilment, advertising and shared costs.
Confirm responsibilities and a close timetable based on when complete records are available. Your quote should identify who supplies missing invoices, maintains stock records and approves any adjustments.
Agree the boundaries of the monthly service
Bookkeeping does not automatically include VAT submissions, annual accounts, Corporation Tax, Self Assessment, payroll or overseas returns. Specify the filings and periods in the engagement so both sides know what is covered.
Connector setup and historical cleanup can be substantial one-off jobs. Assess opening balances and duplicated imports before starting the recurring service, and agree any setup or catch-up fee separately.
Stock software is not a substitute for an accounting reconciliation. Agree whether stock valuation and cost-of-sales adjustments are monthly, quarterly or at year end, and who supplies reliable counts and purchase-cost information.
A cash forecast or advisory review is different from preparing historical accounts. If you need a forecast, agree its inputs, frequency and fee rather than assuming it comes with every bookkeeping package.
An illustrative monthly reconciliation
Following a balance through to the next payout
Illustration only, not a client result. Assume no VAT and an opening amount due from platforms of £500. Add £20,000 of sales, subtract £1,000 refunds, £2,000 fees and £16,500 paid into the bank: £1,000 remains due at month end. Match that closing balance to unsettled orders, reserves and subsequent deposits. It is neither extra profit nor automatically a loss.
Understand the records behind the numbers
UK-wide remote support
Monthly bookkeeping is available remotely across the UK. The work is scoped around your channels and records, rather than your postcode.
Common questions about monthly bookkeeping.
Can you handle several platforms in one set of accounts?
Yes. Agree the platforms and payment accounts in scope, then reconcile each to a consolidated set of records. Channel reporting should use consistent categories and avoid importing the same sale twice.
Does the monthly fee include VAT and year-end accounts?
These are included only when the written quote says so. Ask for the frequency of VAT returns, annual accounts, tax returns and any payroll work to be listed alongside the bookkeeping.
Are Xero, QuickBooks and connector costs included?
Software subscriptions and connector charges must be identified in the quote. State which tools you already use so setup, migration and ongoing subscriptions can be considered separately.
Can you bring overdue bookkeeping up to date?
We can scope catch-up work after reviewing the periods, reports and opening balances. Agree the historical work and fee before the ongoing monthly service starts.
What should I send for a quote?
Your business structure, sales channels, approximate monthly orders, bank and payment accounts, currencies, VAT status and the last period reconciled. Tell us which reports and tax filings you want included.