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Working inside Shopify: what LedgerBPO does
Shopify bookkeeping services from LedgerBPO give store owners a named accountant who posts every Shopify Payments payout to QuickBooks Online or Xero through a clearing account, splits sales, discounts, shipping, tax, fees and refunds, reconciles POS and third-party gateways, and ties inventory and cost of goods sold to the ledger monthly.
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Your subscription, your data
Shopify bookkeeping services from LedgerBPO give store owners a named accountant who posts every Shopify Payments payout to QuickBooks Online or Xero through a clearing account, splits sales, discounts, shipping, tax, fees and refunds, reconciles POS and third-party gateways, and ties inventory and cost of goods sold to the ledger monthly.
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Inside your file
Shopify Payments payouts posted gross with fees, refunds and tax split
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Reconciled on a calendar
POS, PayPal and other gateways reconciled to their own clearing accounts
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Reviewed before you see it
Multi-currency sales and inventory tied to the ledger every month
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
Why businesses on Shopify outsource
A Shopify store generates orders, refunds, gift cards, discounts, shipping charges and sales tax in every payout, and the bank sees only the net deposit. Add Shopify POS, PayPal and Shop Pay Installments, and each channel settles on its own timetable. Owners who post deposits as sales end up with revenue that is too low, fees that are invisible and a sales tax liability nobody trusts.
A dedicated accountant works from the Shopify finance reports and payout statements instead of the bank feed. We post each payout gross to a clearing account, split the components, match the net to the bank, and reconcile every gateway monthly. Inventory and cost of goods sold are tied to the product data so the gross margin on the P&L means something.
What we do inside Shopify
Shopify Payments payout posting
We post each payout from the payout statement gross to a Shopify clearing account, then match the net deposit to the bank so sales and processing fees are both visible in the ledger.
Sales, discount, shipping and tax splits
Gross sales, discounts, shipping income, gift card movements and sales tax collected are posted to their own accounts from the Shopify finance summary each period.
Refunds, chargebacks and fees
Refunds, chargebacks and Shopify Payments fees are posted on the date they occur so the month shows what was actually kept.
POS and third-party gateway reconciliation
Shopify POS, PayPal, Shop Pay Installments and other gateways each get their own clearing account, reconciled to the gateway statement and the bank every month.
Multi-currency stores
Where you sell in several currencies with Shopify Markets, we post conversion differences and confirm the clearing account still balances in your reporting currency.
Inventory and cost of goods sold
We tie Shopify inventory value and product costs to the ledger, post monthly COGS, and reconcile stock counts so gross margin is reliable.
Integrations we reconcile
- QuickBooks OnlinePayout journals, the Shopify clearing account, fees, refunds and sales tax collected.
- XeroPayout summaries matched to the bank feed, clearing accounts reconciled monthly.
- A2XWhere A2X posts Shopify payout summaries, we review the mapping and reconcile what it posts.
- Link My BooksShopify settlements summarized for Xero or QuickBooks Online with tax handled, reviewed and reconciled by us.
- PayPalPayPal orders from the store reconciled to the PayPal balance and its own clearing account.
- TaxJarSales tax collected in Shopify tied to the return workings by state.
Migration to and from Shopify
Moving to Shopify
Moving a store onto Shopify, or moving its books onto a clean ledger, starts with the account structure: a clearing account per gateway, accounts for fees, refunds, discounts, shipping, gift cards and sales tax. We choose the posting method, direct connector, A2X, Link My Books or manual journals, load opening inventory, and reconcile the first month's payouts line by line before volume grows.
Moving from Shopify
Leaving Shopify for another platform means closing every gateway cleanly. We wait for the final payouts, chargebacks and gift card balances to settle, post the last payout statements, reconcile each clearing account to zero, export order, customer and product data, and take a closing inventory count so the new platform starts from agreed figures.
Common Shopify reconciliation problems we fix
Deposits posted as sales
The bank deposit is net of fees, refunds and sometimes sales tax, so revenue is understated and fees vanish. We post gross from the payout statement and split every component.
Payout timing across month-end
Orders placed at the end of the month pay out in the next one, so cash and sales land in different periods. We post sales when earned and carry the pending amount in the clearing account.
Gift cards and discounts mixed with sales
A gift card sale is a liability, and a discount is a reduction, but both often land in revenue. We post them to their own accounts so sales and liabilities are right.
Sales tax collected but not tracked
Shopify collects sales tax, VAT or GST on each order, and it needs to sit in a liability account until it is remitted. We post it separately and tie it to the return workings.
Multiple gateways in one clearing account
Shopify Payments, PayPal and POS settle on different schedules, and one shared account never balances. We give each gateway its own clearing account and reconcile each monthly.
Other payments & e-commerce platforms
Frequently asked questions
Do you work inside my existing Shopify account?
Yes. You add us as a staff member in your own Shopify admin with permission to view orders, finance reports and payouts, and nothing more. You keep ownership of the store, the Shopify Payments account and the bank connection. We read the reports, post and reconcile; we never change payout settings or move money.
How much does Shopify bookkeeping support cost?
Pricing depends on volume and scope, so we send a custom quote within 1 business day. The main drivers are orders and payouts per month, how many gateways and currencies you use, whether inventory and COGS are in scope, and whether sales tax workings and monthly bookkeeping are part of the same engagement.
Do I need A2X or Link My Books for Shopify?
Not always. At low order volume we post payout journals from the Shopify payout statement by hand. As volume grows, A2X or Link My Books posts payout summaries automatically and saves time. We work with whichever you have and will say plainly when a tool would help. Our ecommerce accounting service explains the options.
How do you handle Shopify POS alongside the online store?
POS sales settle through Shopify Payments too, but cash and external card terminals do not. We reconcile POS sales by location and tender type, match card settlements to the bank, and post cash deposits against the till reports so every channel is covered.
How is sales tax from Shopify recorded?
Tax collected on each order is posted to a sales tax liability account, split by jurisdiction from the Shopify tax report. When you remit, the payment clears the liability. We prepare the return workings; you or your accountant file. Our sales tax reconciliation service covers the tie-out.
Can you clean up a store where deposits have been posted as sales for a year?
Yes. We scope it as a cleanup: download the payout statements and finance summaries for the period, post gross sales, fees, refunds, tax and discounts by month, reverse the net deposits, and reconcile each clearing account. Then the store moves to the monthly service.
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