Amazon bookkeeping
Amazon seller bookkeeping, reconciled to QuickBooks every week
Bookkeeping for US Amazon sellers. We take every Amazon settlement report, split it into sales, fees, refunds, advertising, reserves and sales tax, and post it to QuickBooks Online so it ties to the deposit in your bank.
Why is my Amazon deposit lower than my sales?
Because Amazon pays you net. Each settlement deducts referral fees, FBA fulfillment and storage fees, advertising, refunds and a reserve it holds back, and it collects sales tax it remits itself. Good Amazon bookkeeping records the gross sales and every deduction separately, so the books show what you really sold and what Amazon really cost you, and the net still matches the bank deposit to the cent.
The problem
Why the numbers never seem to match
Deposits that don't match sales
Seller Central says one number, the bank says another, and the difference is buried across thousands of settlement lines.
One lump sum in QuickBooks
Posting the payout as a single deposit hides your fees, refunds and ad spend, and overstates or understates revenue.
Reserves and sales tax confusion
Reserves carried between settlements and marketplace-collected sales tax are the two items most often booked wrong.
Process
How we do it, every week
- 01
Pull the settlement
Each settlement report (the CustomUnifiedTransaction file) is collected as soon as Amazon closes it.
- 02
Split every line
Orders, refunds, FBA fees, referral fees, advertising, reimbursements, reserves and sales tax are summarized by type and SKU.
- 03
Post to your books
Sales receipts go to your inventory system (such as SOS Inventory) and fees post as a journal entry in QuickBooks Online.
- 04
Reconcile & report
The net ties to the bank deposit, exceptions are flagged, and you get a weekly profit view by brand.
What you get
Books you can actually use
Weekly close
Every settlement posted and reconciled within days of the payout, not months later at tax time.
Clean profit and loss
Gross sales, refunds, Amazon fees, advertising and cost of goods sold on separate lines you can compare month to month.
Profit by brand and channel
If you also sell on Walmart, TikTok Shop or Shopify, see each channel's margin side by side.
Audit trail
Every entry references the settlement it came from, so your CPA can trace any number back to Amazon's report.
Why us
Accountants who read settlement reports every week
Our RealTax accountants, controllers and CFOs already close the books for US ecommerce brands selling on Amazon, Walmart, TikTok Shop and Shopify, and the STELZAI developers automate the repetitive posting. Every entry traces back to the marketplace report it came from.
- Amazon FBA and FBM sellers, single or multiple brands
- QuickBooks Online, with SOS Inventory for item-level sales
- Reserves, reimbursements and refunds booked correctly
- Marketplace-collected sales tax kept out of revenue
- Catch-up bookkeeping if you are months behind
FAQ
Questions sellers ask us
Why is my Amazon deposit lower than my sales?+
Amazon deducts referral fees, FBA fees, storage, advertising, refunds and a reserve before paying you, and it collects and remits sales tax itself. We record each of these separately so your revenue and costs are right and the net still matches the deposit.
How do you record Amazon sales in QuickBooks Online?+
We summarize each settlement by type: gross sales and refunds as sales receipts (by SKU when you track inventory), and fees, advertising, reserves and reimbursements as a journal entry. The total equals the amount Amazon deposited.
Should Amazon-collected sales tax be in my revenue?+
Generally no. Under marketplace facilitator laws in US sales-tax states, Amazon collects and remits the tax on your behalf, so it should pass through your books without inflating revenue. Your CPA confirms the treatment for your situation.
Do you use A2X or Link My Books?+
We can work with them if you already have them, or post directly from the settlement report. Either way, an accountant reviews every posting, which is what software alone does not do.
I'm months behind. Can you catch up?+
Yes. We pull the historical settlement reports, post them in order and reconcile each one to the bank, then move you onto a weekly routine.
What does it cost?+
It depends on the number of brands, channels and monthly settlements. After a short call you get a written scope and a fixed monthly price.
Related services
Get your Amazon numbers straight
Send us one recent settlement report. We'll show you how it should look in QuickBooks.