Revenue is real, profit is a guess. Payouts, fees, refunds, and inventory never quite line up, so decisions get made on gut feel. A bookkeeper Hero gives you a weekly rhythm and a monthly close you can trust, without you touching a ledger.
HIRE AN ECOMMERCE BOOKKEEPER.
An ecommerce bookkeeper keeps your numbers clean and organized so you always know where your money goes: payouts, fees, refunds, inventory, and ad spend reconciled every week, not reconstructed every April. Selected through seven stages and fully managed by Ecom Heroes.
No fee for a plan, and no obligation to go ahead.
Trusted by founders at Peace Collective, Pirates of Coffee, Process Plus & more
At a glance.
- Role family
- Admin & Ops
- On this page
- Twelve things handed over, one by one
- Tested hardest at
- Stage 02, Experience Verification
- Pairs with
- Shopify Store Manager, Executive Assistant and Media Buyer
Ecommerce bookkeeping is harder than ordinary bookkeeping because the money arrives in lumps: processor payouts net of fees, marketplace settlements, refunds, chargebacks, and inventory bought months before it sells.
An ecommerce bookkeeper makes those lumps match the bank, every week, so your accountant works from clean records and you work from real numbers.
The handover
Twelve Things That Stop Being a Shoebox.
If your books are reconstructed once a year by someone expensive, this is the list they are reconstructing. Scroll, and watch it become a weekly rhythm instead.
0 of 12 handed over
- Processor payoutsA deposit hits the bank and nobody knows which orders, fees, and refunds are inside itEvery payout reconciled to its ordersGross sales, fees, refunds, and adjustments tied out to each deposit, every week
- Marketplace settlementsAmazon statements that never quite match what you thought you soldSettlements broken down and bookedSales, referral fees, fulfillment fees, storage, and reimbursements recorded in the right places
- Refunds and chargebacksRevenue counted twice, then lost once, in two different monthsRecorded against the right saleRefunds, disputes, and reversals tracked to the original order so margins stay honest
- Inventory purchasesA large supplier payment in March that makes March look terrible and August look greatPurchases and cost of goods trackedSupplier invoices, freight, and duties logged so cost of goods follows the sale, the way your accountant wants it
- Ad spend and softwareMeta, Google, and fourteen SaaS subscriptions scattered across three cardsCategorized and reviewed monthlySpend by platform and tool, with the subscriptions nobody uses flagged for you
- Bills and payablesA 3PL invoice paid twice and a freelancer paid lateChecked, scheduled, and recordedBills matched to agreements, queued for your approval, and booked when paid
- Receipts and expensesThe shoebox, now digital, still a shoeboxCaptured and coded as they happenReceipts collected, matched to transactions, and categorized consistently
- Sales tax dataReports pulled in a hurry the day before the deadlinePrepared for your accountantSales by region and channel organized and ready, so filings are your accountant's job, not a scramble
- The month-end closeClosed in the following quarter, if at allClosed on a scheduleAccounts reconciled, open items listed, and the month closed on a date you can plan around
- Cash flow visibilityChecking the bank balance and hopingA cash view you can act onWhat came in, what went out, what is committed, and what is coming, in a simple weekly summary
- The accountant handoffForty questions from your accountant, answered from memoryClean records, fewer questionsYour accountant receives reconciled books and supporting documents, and your bill for their time goes down
- The backlogEight months behind and getting further behind every weekCaught up, then kept upPast months reconciled and corrected to a trustworthy starting point, then a weekly rhythm that never slips
Who hires an ecommerce bookkeeper
Three Sets of Books We Know Well.
Shopify, Amazon, wholesale, and two processors. Every channel settles differently and every settlement hides fees. Someone has to tie it all out. That someone should understand ecommerce settlements, not just debits and credits.
Multiple brands, multiple books, one deadline. An Ecom Heroes bookkeeper works under your direction across the portfolio, inside your accounting software, with payroll and management handled, so the close happens on the same date for every entity.
How we select a bookkeeper
Accuracy Is Verified, Not Promised.
Every bookkeeper passes the full seven-stage Hero Selection System. For this role, stages two and three carry the weight: the claims have to hold up, and the reconciliation has to balance.
- 01
The Global Talent Search
- 02
Experience Verification
- 03
The Skill Challenge
- 04
Character & Communication
- 05
Ecommerce Hero Training
- 06
Top 1% Hero Approval
- 07
Hero Deployment
Stages 02 and 03 of 07
Verified, then tested on real ecommerce books
Experience Verification checks work history, platform knowledge, and technical claims in detail before anything else happens. Then the Skill Challenge puts the candidate in front of the real problem: a payout that does not match the orders, a settlement full of fees, a refund booked in the wrong month, and a close that has to balance. We are measuring accuracy, judgment, and whether they document what they did.
Why it matters to you
Bookkeeping errors are invisible until they are expensive. The person you meet has already shown they can make ecommerce numbers tie out.
Fully managed from day one
Clean Books. Clean Arrangement.
Your bookkeeper works inside your accounting software and your channels, reporting to you and working alongside your accountant. Ecom Heroes handles the contract, international payroll, compliance, and invoicing, then stays involved after placement with regular check-ins, performance support, and a direct line to our team. One arrangement, transparent and predictable, which is the least a bookkeeping relationship should be.
Sourcing
Vetting
Training
Onboarding
Payroll & Contracts
Ongoing Management
Pairs well with
The Roles That Feed the Books.
Shopify Store Manager
Clean orders, refunds, and inventory records at the source make reconciliation faster and margins truer.
Executive Assistant
Receipts collected and bills queued by the EA land with the bookkeeper already organized.
Media Buyer
Ad spend booked accurately by platform means the media buyer's numbers and the bookkeeper's numbers finally agree.
Questions
Ecommerce Bookkeeper Questions, Answered.
They keep the numbers clean and organized so you always know where your money goes: reconciling processor payouts to the bank, recording marketplace and payment fees, tracking refunds and chargebacks, logging inventory purchases and ad spend, managing bills and receipts, and closing the month on time with a clear picture of cash.
A bookkeeper records and reconciles the transactions and keeps the books current every week. An accountant interprets those books, prepares filings, and advises on tax and structure. An Ecom Heroes bookkeeper prepares clean, reconciled data so your accountant's work is faster and cheaper. They do not replace your accountant and do not give tax advice.
Shopify and the payment processors behind it, marketplaces such as Amazon where the business sells, ad platforms for spend, and whichever accounting software you already use. Tell us your channels and tools in the brief so matching accounts for them.
Yes. Catch-up bookkeeping is a common first project: reconciling past months, correcting categories, and getting to a trustworthy starting point before moving to a weekly rhythm. Describe how far back the books go in your brief so the plan reflects it.
No. Your bookkeeper prepares accurate, reconciled records and the reports your accountant needs. Tax filings and tax advice stay with your accountant or tax professional.
Through the seven-stage Hero Selection System: a global talent search, experience verification, a role-specific skill challenge built around accuracy and reconciliation, a character and communication assessment, Ecommerce Hero Training, Top 1% Hero Approval, and deployment matched to your tools and channels.
Send a brief through the contact page: your sales channels, processors, accounting software, the state of the books today, and the hours you need. We come back with a custom hiring plan and a shortlist of bookkeepers who already fit.
CLEAN BOOKS. CLEAR DECISIONS.
Tell us your channels, your processors, your accounting software, and where the books stand today. We will come back with a custom hiring plan and a bookkeeper who has already earned the cape.