How it runs for e-commerce brands and Amazon sellers
Your accountant issues invoices from confirmed shipments, applies EDI or portal requirements where the retailer demands them, records deductions with their reason codes and keeps the receivable per customer accurate. Direct-to-consumer sales stay on the settlement side.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for e-commerce brands and Amazon sellers
- Wholesale invoices raised from confirmed shipments against purchase orders
- Retailer terms, freight allowances and promotional discounts applied per agreement
- Vendor Central and retailer portal invoicing requirements followed
- Deductions and chargebacks recorded by reason code against the invoice
- Pre-order and subscription billing tracked as deferred revenue until shipped
The KPI that matters here
Wholesale invoices issued within 1 business day of shipment confirmation with 100% matched to a purchase order.
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
More for e-commerce brands and Amazon sellers
Other services for e-commerce
Invoicing and billing in other industries
Frequently asked questions
How do you deal with retailer deductions and chargebacks?
Each deduction on a retailer remittance is recorded against the original invoice with the reason code, whether shortage, late delivery, compliance or promotional allowance. Valid deductions are cleared; disputed ones are documented with proof of delivery and the agreement, and a dispute is prepared for your approval through the retailer's portal. Deductions by type are reported monthly.
Can you invoice through Amazon Vendor Central or retailer EDI portals?
Yes, invoices are created in Vendor Central or the retailer's portal to match the purchase order and shipment, and the same invoice is recorded in your ledger. Where EDI is handled by a provider, we reconcile the provider's invoice log to the ledger. Remittances are then matched to portal invoices so short payments are visible.
How are pre-orders and subscriptions recorded?
Payments taken before the product ships are recorded as deferred revenue and recognized when each order or box is fulfilled. Processing fees are expensed when charged. For subscriptions with a prepaid term, revenue is spread across the shipments in the term. This keeps monthly sales tied to what was delivered rather than to when cards were charged.
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