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Tally Automation
Jul 3, 2024

10 Best Practices for Effective Ecommerce Bookkeeping

Shebi Sharma



Ever feel lost in a sea of numbers? Numbers are powerful tools for any business, but especially for ecommerce stores. They tell the story of your sales, expenses, and overall financial health. But if those numbers aren't accurate, well, that story can get pretty confusing.

This is where Ecommerce Bookkeeping comes in. It's like having a translator for your financial data, turning numbers into clear information that helps you run your business smarter.

Importance of Accurate Record Keeping for Ecommerce Businesses

Why Accurate Records Matter

Imagine attempting to figure out a new city without a map. That's what running an ecommerce business can be like without good record-keeping. Accurate records help you:

  • Track your sales: See what's selling well and what's not.
  • Understand your expenses: Identify areas where you can save money.
  • Stay on the right side of the law: Meet tax filing requirements and avoid penalties.
  • Spot trends: See what's working and what's not in your business.
  • Make data-driven decisions: Back up your choices with real numbers.

Maintaining Your Records Straight

Maintaining good records doesn't have to be a chore. Here are some tips:

  • Embrace automation: Accounting software can save you tons of time and effort.
  • Reconcile regularly: Make sure your bank statements and internal records match up.
  • Schedule audits: Get a professional to double-check your books for peace of mind.

10 Best Practices for Ecommerce Bookkeeping: Keeping Your Financials in Top Shape

1. Keeping Accurate Sales Records

  • Track every transaction: Every sale you make, no matter how big or small, needs to be recorded. This will give you a complete picture of your revenue.
  • Use double-entry bookkeeping: This is a system where every transaction is recorded twice, once for what comes in (income) and once for what goes out (expenses). This creates a self-balancing system that helps you catch errors.
  • Automate sales records with accounting software: Accounting software can save you a lot of time and effort by automating tasks like recording sales data.

2. Expense Tracking

  • Monitor all expenses: Keep track of all your business expenses, from marketing costs to shipping fees. This will show you where your money is going and point out areas where you can make savings.
  • Identify unnecessary costs: Once you see where your money is being spent, you can start to identify areas where you can cut back. Are there subscriptions you don't need? Can you negotiate better rates with vendors? By tracking your expenses, you can make data-driven decisions about your spending.

3. Bank Account Reconciliation

  • Regularly compare internal records with bank statements: This is an important step to ensure that your financial records are accurate. Regularly reconcile your bank accounts by comparing your internal records of your bank transactions to your actual bank statements. This will help you catch any errors and prevent future problems.

4. Inventory Management

  • Maintain accurate inventory levels: It's important to track your inventory levels so that you don't run out of stock or end up with too much excess inventory. Accounting software can help you track your inventory levels and generate reports that can help you optimize your ordering.
  • Identify slow-selling products: By tracking your inventory levels, you can identify products that are selling slowly. You can then take steps to sell these products, such as discounting them or offering them in bundles.
  • Optimize pricing and storage costs: By understanding your inventory levels and sales data, you can optimize your pricing and storage costs. For example, you may be able to negotiate lower prices with vendors if you buy in bulk. You may also be able to save money on storage costs by getting rid of slow-selling products.

5. Accounts Receivable and Payable Management

  • Collect payments promptly: The sooner you collect payments from customers, the better. You can improve your cash flow by sending invoices promptly and following up on overdue payments.
  • Maintain strong vendor relationships: It's important to maintain good relationships with your vendors. This will help you ensure that you get the products and services you need on time and at a fair price.
  • Negotiate favorable terms and discounts: When you're negotiating with vendors, be sure to try to negotiate favorable terms and discounts. This can help you save money on your business expenses.

6. Financial Reporting: Turning Numbers into Insights

Financial reporting involves generating reports that summarize your financial health. These reports, like profit and loss statements and balance sheets, provide a clear picture of your income, expenses, assets, and liabilities. Regularly reviewing these reports allows you to:

  • Identify trends: See patterns in your sales, expenses, and profits over time. This helps you understand what's working and what's not in your business.
  • Make smart pivots: Use financial data to guide strategic decisions. Are there product categories with high profit margins you should invest in more?
  • Stay competitive: Benchmark your financial performance against industry averages to identify areas for improvement.

7. Regular Audits and Reviews: A Safety Net for Accuracy

Just like getting a regular checkup for your health, scheduling audits and reviews for your finances is crucial. An audit involves a professional accountant thoroughly examining your books to ensure they're accurate and compliant with regulations. Reviews, while less comprehensive, can still identify potential issues. Here's why both are important:

  • Catch errors early: Regular reviews can help identify and correct errors before they become major problems.
  • Peace of mind: Audits provide assurance that your financial records are accurate and reliable.
  • Regulatory compliance: Audits can help ensure you're meeting all your tax filing obligations.
  • Strengthen trust: Clean financial records build trust with investors, lenders, and other stakeholders.

8. Compliance and Tax Planning: Staying on the Right Side of the Law

Taxes are a fact of life for any business, and ecommerce is no exception. Here's where tax planning comes in:

  • Stay informed: Keep up-to-date on current tax laws and regulations that might impact your ecommerce business. Consulting with a tax advisor can be helpful.
  • Minimize tax liability: There may be legal deductions and credits you can claim to reduce your tax burden. A tax advisor can help you identify these opportunities.
  • Accurate records are key: Remember, accurate financial records are essential for proper tax filing. They support your claims for deductions and credits and avoid potential penalties from the tax authorities.

9. Data Security and Backup: Protecting Your Financial Information

Ecommerce businesses handle sensitive financial data, so security is paramount. Here are some steps to take:

  • Secure your systems: Use strong passwords and encryption to protect your financial data from unauthorized access.
  • Regular backups: Regularly back up your financial data to a secure location in case of hardware failure or cyberattacks. This ensures you can recover your data quickly if needed.

10. Building Scalability: Planning for Future Growth

As your business grows, your ecommerce bookkeeping needs will too. Here's how to ensure your system can handle future success:

  • Embrace powerful software: Consider using advanced accounting software that can scale with your business. Look for features like automated workflows and integrations with other business tools.

  • Planning for the future: Project your future growth and adapt your ecommerce bookkeeping processes accordingly. This might involve hiring additional staff or outsourcing some tasks.

By following these 10 best practices, you'll have a solid foundation for ecommerce bookkeeping, allowing you to make data-driven decisions, stay compliant, and prepare your business for future success.

Keeping Your Books Ready for Takeoff: Scalability and Future-Proofing

Imagine your business taking off like a rocket! Ecommerce can grow fast. That's where scalability comes in for your ecommerce bookkeeping. It means your system can handle growth without breaking a sweat.

Here's how to future-proof your finances:

  • Forecast your future: Predict your sales and expenses to see what's coming down the road. This helps you plan your bookkeeping needs.
  • Level up your software: Advanced accounting software can grow with you. Look for features that automate tasks and connect to other business tools.

By planning for the future, you'll be ready to handle explosive growth and keep your finances soaring alongside your ecommerce success!

Suvit: A Cutting-Edge and Practical Approach to Handling Your e-commerce Finances

Suvit can increase your company's productivity and profitability while saving you time, money, and hassle. Suvit is a good option to consider if you're searching for a reliable and cost-effective cloud accounting automation solution for your e-commerce business.

Suvit is an automated tool for accounting and auditing. With the aid of AI, it enables you to automate every task. Invoices, purchase/sales bills, purchase/sales returns bills, journal entries, and accounting software syncing are all possible.

Suvit provides analytics and report capabilities. With that, you can view reports on sales, purchases, best-selling items, top clients, and a plethora of other topics on a weekly, monthly, half-yearly, and annual basis.

Additionally, you have the ability to track your GST returns and perform GST reconciliation.

To see how this works, Suvit offers a free trial of 7-days. Sign Up here!

Avail all the benefits! No credit card is required!

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