How it runs for retail stores
A LedgerBPO billing specialist raises invoices from your order records in QuickBooks Online or Xero, applies resale-certificate exemptions where the buyer is exempt, sends statements under your brand and records everything so wholesale and retail margin are reported separately.
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 retail stores
- Wholesale and trade-account invoices raised from orders within 1 business day
- Resale and exemption certificates attached so exempt sales are documented
- Wholesale, corporate and retail revenue kept in separate accounts
- Monthly statements to trade accounts under your brand
- Consignment settlements calculated and invoiced on the agreed cycle
The KPI that matters here
Wholesale and trade-account invoices issued within 1 business day of shipment.
Retail compliance notes
Sales tax collection and remittance
Sales tax collected at the register belongs to the state and, in many places, to a city or county too, each with its own rate and filing frequency. We reconcile the tax collected in your POS to the liability in the ledger every month and prepare the workings for each jurisdiction. Your registered preparer or your Avalara or TaxJar subscription files the return; we prepare, we do not file.
Economic nexus for online sales
Since the Wayfair decision in 2018, a store selling online can owe sales tax in states where it has no premises once it passes that state's threshold, commonly $100,000 in sales or 200 transactions. We track sales by ship-to state from Shopify or your marketplace reports and flag when a threshold is near so you and your advisor can register in time.
Inventory shrinkage and counts
Shrink from theft, damage, miscounts and vendor errors reduces gross margin and, if unrecorded, overstates both inventory on the balance sheet and profit. We book count adjustments when you supply cycle or full counts, separate known write-offs such as damaged goods from unexplained variance, and report shrink as a percentage of sales each period.
Gift cards and unclaimed property
Gift-card sales are recorded as a liability and released to revenue on redemption, with breakage recognized only under the method your CPA sets. Several states treat unredeemed balances as unclaimed property after a dormancy period. We keep a card-level liability schedule so the annual unclaimed-property review is a report, not a reconstruction.
Retail software we work in
- Shopify
- Square
- QuickBooks Online
- Xero
- Avalara
- TaxJar
- Dext
- Lightspeed
- Clover
- All 50 platforms
More for retail stores
Other services for retail
Invoicing and billing in other industries
Frequently asked questions
Can you invoice wholesale customers while the store keeps using the POS?
Yes, wholesale customers are set up in QuickBooks Online or Xero with their own terms and price levels, and invoices are raised from your order or delivery records. Counter sales stay in the POS and post daily as summaries. Revenue from each channel sits in its own account so you can see wholesale margin without it blurring retail results.
How do you handle sales tax on wholesale invoices?
Sales to a buyer who will resell the goods are exempt when the buyer supplies a valid resale certificate, which we attach to the customer record and renew when it expires. Taxable trade accounts are invoiced at the rate for the delivery location. Both flows feed the same sales-tax workings so exempt sales are documented for an audit.
Do you manage consignment or vendor-partner billing?
Yes, for stores that sell on consignment we track sales by consignor from the POS, calculate the settlement at the agreed split and prepare the statement and payment for your approval. For vendor-partner or booth-rental models we invoice rent and commissions on the cycle you set. The accounts receivable service for retail stores follows up on anything unpaid.
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