How it runs for e-commerce brands and Amazon sellers
Bills run through Bill.com or your ledger, foreign currency payments are recorded at the actual rate and you approve and release every payment.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for e-commerce brands and Amazon sellers
- Supplier invoices matched to purchase orders and receiving reports
- Deposits and balance payments tracked per purchase order until goods ship
- Freight, duty and broker charges coded to the shipment they belong to
- 3PL invoices checked against order volumes and storage reports
- Foreign currency payments recorded at actual rates with differences posted
The KPI that matters here
100% of inventory payments matched to a purchase order and receiving record before release.
E-commerce compliance notes
Marketplace facilitator laws
Every US state with a sales tax now requires marketplaces such as Amazon, Walmart, eBay and Etsy to collect and remit sales tax on third-party sales. The marketplace's collections appear in your settlement reports and must be recorded as tax collected and remitted by the facilitator, not as your liability. Some states still require registered sellers to file returns that report marketplace sales as exempt.
Sales-tax nexus on direct sales
Direct sales through Shopify, your own site or wholesale count toward each state's economic nexus threshold, commonly $100,000 in sales or 200 transactions in the current or prior year, and inventory stored in FBA warehouses can create physical nexus. We track sales by state monthly, flag thresholds approaching and prepare the workings for TaxJar, Avalara or your filing provider. Registration and filing decisions rest with you and your tax adviser.
VAT, GST and cross-border selling
Selling into the UK requires VAT registration once taxable turnover passes £90,000, or from the first sale for many overseas sellers, and EU distance sales can be reported through the One Stop Shop. Canadian GST/HST and Australian GST apply to imported low-value goods and to registered sellers. We prepare VAT and GST workings for your accountant or registered agent to file; we do not submit returns.
Inventory valuation and 1099-K reporting
Inventory must be valued consistently, including freight, duties and prep, so COGS and taxable income are right. Payment processors and marketplaces issue Form 1099-K for gross payments, which is reconciled to recorded sales so the figures your CPA reports agree with what the IRS receives. Tax preparation is support only; your firm reviews and signs.
E-commerce software we work in
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Frequently asked questions
How do you track supplier deposits on inventory orders?
Each purchase order records the deposit paid, the balance due and the expected ship date. Deposits sit as supplier prepayments until goods ship, when the invoice is matched and the prepayment is applied. Overpayments and shortages are logged against the order. A monthly schedule shows every open order with cash committed and expected inventory value.
Can you audit 3PL invoices?
Yes, the 3PL's invoice is checked against order counts from Shopify or the marketplace, the pick and pack rates in your contract and the storage report for pallets or bins. Discrepancies are listed for your review before payment and raised with the 3PL under your brand. Recurring differences are tracked so contract talks are based on evidence.
How are influencer and affiliate payments handled?
Each influencer or affiliate is set up as a vendor with a W-9 or overseas equivalent, agreement terms and payment method. Payments are coded to marketing by channel and campaign, and product gifted is recorded as a marketing cost at inventory value. Cumulative payments support 1099-NEC preparation for US payees, which your firm reviews and files.
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