14 Time-Saving Accounting Hacks for Your Small E-Commerce Business

Good accounting is necessary for every small e-commerce business. It helps in tracking income and expenses, managing cash flow, budgeting and planning, and so much more.

But, being proficient at accounting requires at least some experience you can gain by learning and researching. So, where should you start?

The first thing that will save you a great deal of time is automating your invoice system. Then, you should implement cloud-based software to streamline all your accounting tasks.

Using integrated payment processing is a huge time saver, too. When you combine it with regularly updating your financial records and setting up automatic expense tracking, you can be sure you'll avoid any problems with your financial management.

Digital receipt management is equally important. It helps you easily conduct financial reviews, as every transaction is recorded and saved.

You can also simplify payroll with online tools and use tax management software to save the time spent on calculations. There are so many great software options on the market today, so you'll have plenty to choose from.

Implement real-time budget monitoring, use predictive analytics to predict future cash flow trends, and be sure to separate your business and bank accounts. Also, it would be best if you automated your accounts payable and receivable.

If you're not sure how to do it all by yourself, it's always a good idea to seek the help of a professional e-commerce accountant. They will know exactly how to handle all aspects of e-commerce accounting for you.

Keep in mind that you'll need to learn about the best practices for managing cash flow and how various e-commerce platforms you sell on can affect your taxes. Moreover, you must know how to keep track of your shipping and fulfillment costs and manage inventory accounting.

If you happen to be working with various suppliers, you need to understand the challenges of dropshipping or third-party fulfillment. The same goes if you sell cross-border. Knowing what to expect in each situation will help you stay organized and prepared, which in turn saves lots of time and effort.

1. Automate Your Invoicing System

Automating your invoicing system can make a big difference in your accounting process. By setting up automation, you save time and reduce human errors that often happen when you do things manually. This makes your bookkeeping easier and more accurate.

When you automate, your invoices are generated and sent out automatically. You will cut down on the data entry work that comes with all business transactions. This is a huge time saver because you're not stuck doing the same repetitive tasks over and over again.

For instance, every time you make a sale, the invoicing system can create and send the invoice to the customer without you having to lift a finger. It's all about making your workflow smoother and giving you more time to focus on growing your business.

2. Implement Cloud-Based Accounting Software

Cloud accounting software stores all your financial data online, making it accessible from anywhere. No more being tied to a single computer to check your financial details!

Implementing cloud-based software is quite straightforward. First, choose the right accounting software that suits your business needs. The best options to choose from today are QuickBooks Online, Xero, Zoho Books, FreshBooks, and Wave Accounting.

Here's a breakdown of why each of these software options stands out.

• QuickBooks Online: It offers a comprehensive set of features suitable for a wide range of business types. It has an intuitive interface and robust reporting capabilities and integrates with numerous third-party applications.

• Xero: It's great for performance tracking. Xero strongly focuses on financial analytics and insights and allows for a real-time view of financial performance. It has a user-friendly dashboard with customizable features.

• Zoho Books: Ideal for growing businesses with changing accounting needs. It offers a range of scalable plans to suit different stages of business growth. You can easily integrate it with other Zoho business applications.

• FreshBooks: Ideal for freelancers and self-employed people. It has a simple, intuitive design tailored for solo entrepreneurs.

• Wave Accounting: It's among the best free cloud accounting software. This is a great option for small businesses and startups with budget constraints. It includes income and expense tracking, invoicing, and receipt scanning.

Once you select one, you'll go through a simple setup process. This involves transferring your existing financial data into the new system. You can also choose to connect bank accounts and credit cards, which will allow the software to automatically record and sort your transactions.

Switching to cloud accounting helps you stay on top of your cash flow and other financial activities. It streamlines your accounting tasks, reducing the time spent on manual data entry and giving you more time to focus on growing your business.

Plus, with easy access to your financial information, you're always ready for financial analysis and planning!

3. Use Integrated Payment Processing Solutions

Integrated payment processing is a system where your payment methods, like credit cards or online payments, are directly linked to your accounting software. This setup does two main things for you: automates transaction recording and simplifies reconciliation.

Every sale you make automatically gets recorded in your accounting system. You don't have to manually enter each sale, which is a huge time-saver.

When it's time to match your transactions with your bank statements, integrated payment processing makes this much easier. Because everything is already recorded in your system, reconciling your accounts takes less time and effort.

4. Regularly Update Financial Records

Ideally, you should update your financial records every month or even more often. Make sure to record all income and expenses and reconcile your bank statements during these updates.

The record-keeping is the key to maintaining the financial health of your business. When you update your records regularly, you're always aware of what's happening, so you will avoid any potential cash flow problems.

You will also spot issues like late payments or unexpected expenses early. It's much easier and takes less time to solve a small problem than a big one that's been ignored.

5. Set Up Automatic Expense Tracking

Setting up automatic expense tracking for your e-commerce business is easier than you might think! It can save you a lot of time, and here's how you can do it in a few simple steps.

• Choose the right accounting software: Pick software that's designed for e-commerce (we've already put up a list for you). All of them have automatic expense tracking.

• Connect your bank account: Link your business bank account and credit cards to the software. This allows the software to pull in your transactions automatically.

• Set up alerts: You can set alerts for large expenses or when you're nearing your budget limit.

• Regularly review: Even with automation, regularly check your expenses to ensure everything is categorized correctly.

6. Utilize Digital Receipt Management

Digital receipt management is a method where you use technology to organize and store all your receipts electronically. Instead of keeping paper receipts, you scan or automatically collect them in a digital format.

Typically, business owners tend to spend a significant amount of time sorting through paper receipts. Digital receipt management eliminates this hassle. All your receipts are stored online, making it easy to retrieve them for tax purposes or financial analysis.

With digital receipt management tools, you'll have a clear picture of your business's financial health. Since every transaction is recorded and categorized, you can easily track your expenses and income.

One more thing: in e-commerce, it's best to avoid cash transactions. Luckily, online sales automatically create electronic records, which are saved by digital receipt management systems. This fits well with how e-commerce works and leads to smoother operations.

7. Schedule Regular Financial Reviews

You need to keep a close eye on your finances at all times. One of the best ways to do this is by scheduling regular financial reviews. You should review your finances at least once a month, but checking it once a week is also greatly encouraged.

It might sound time-consuming, but it actually saves time in the long run. So, here's how to do it.

• Set a routine: Choose a specific time each week or month to review your financials. This could be every Monday morning or the first day of each month. Stick to a schedule!

• Review sales and expenses: During each review, look at your sales and expenses. This helps you understand where your money is coming from and going to. You can quickly spot trends, like a particular product doing well or an expense that's creeping up.

• Check cash flow: Make sure you have enough cash to cover upcoming expenses. Regular reviews let you address cash flow problems before they become serious.

• Plan for the future: These reviews are a great time to set financial goals. Maybe you want to increase sales by 10% or cut down on certain costs - now's the time to plan the steps!

8. Simplify Payroll with Online Tools

Simplifying payroll is a key step to saving time. Online payroll tools can make this process much easier. You can use them to automate the complex parts of payroll, like calculating taxes and handling employee salaries.

Another benefit of online payroll tools is that they're updated with the latest tax laws. This keeps your business compliant without you having to track every change in tax regulations. 

Here are some great payroll tools for your consideration, so take a look.

• Gusto: Gusto is user-friendly and great for small businesses. It automates payroll, handles tax filings, and manages employee benefits. Gusto also helps with employee onboarding and works well with accounting software like QuickBooks and Xero.

• Intuit QuickBooks Payroll: It's an extension of QuickBooks accounting software. It simplifies payroll processing and tax filing. It offers automatic payroll calculations and works great for businesses already using QuickBooks.

• Square Payroll: This is a straightforward solution for small businesses and retailers. It works seamlessly with Square POS. Its features include automatic tax filing, time tracking, and managing employee benefits.

• Papaya Global: Provides all you need to manage a global workforce. With their own payments network, they guarantee payments to over 160 countries in 72 hours or less, regardless of your team size.

• Deel: Great for global teams. It offers full-service payroll management that's easy to use.

• Remofirst: This is an excellent platform for handling your international HR needs. It makes hiring remote employees quite easy.

• Justworks: This software works well for both full-time and part-time employees, making payroll easy and flexible.

• Insperity: Offers a combination of easy-to-use payroll software and helpful services. It will cater to all your payroll and HR needs.

9. Use Sales Tax Management & Bookkeeping Software

Sales tax management and bookkeeping can both be complex, but using online tools makes them more manageable. With the right tools, you can automatically calculate sales tax, generate financial reports, manage invoices, reduce manual errors, and much more.

If you're looking for sales tax management solutions, TaxJar and Avalara are both great choices.

• TaxJar: It is a powerful cloud-based platform that automates your entire sales tax lifecycle, helping you stay compliant across multiple sales channels. It features automated sales tax calculations, real-time nexus tracking, and solid reporting and filing capabilities.

• Avalara: It offers end-to-end automation for sales tax calculation, reporting, and filing, ensuring compliance with local, state, and international tax regulations. Avalara integrates seamlessly with various accounting and e-commerce platforms.

And when it comes to bookkeeping software, choose QuickBooks Online or Xero.

• QuickBooks Online: This is a comprehensive, cloud-based financial management software. It offers a wide range of features, including expense tracking, invoicing, payroll management, and real-time financial reporting. You can integrate it with your bank accounts and other financial tools.

• Xero: Xero is an intuitive online accounting software tailored for business bookkeeping. It provides a seamless connection to your bank, accountant, bookkeeper, and various business apps. It has robust features such as invoicing, expense management, payroll processing, and bank reconciliation.

10. Implement Real-Time Budget Monitoring

Real-time budget monitoring means using tools that track your spending and income as they happen. This way, you can see immediately if you're spending too much or if your sales are right on target. You don't have to wait for monthly reports to understand your financial position.

Choose a budgeting software that integrates with your e-commerce platform. This ensures that all your financial data is automatically updated and accessible anytime. By doing this, you avoid the time-consuming task of manually updating spreadsheets. 

You can use QuickBooks Online or Xero, as they're both amazing budgeting software. Besides them, other great options are PlanGuru (if you need in-depth forecasting), Float (for seamless cash flow management), LivePlan (great for startups), and Futrli (it has solid software integrations).

11. Use Predictive Analytics for Cash Flow

Predictive analytics is a method for analyzing your past financial data to predict future cash flow trends. By using predictive analytics, you can foresee upcoming financial challenges and opportunities.

This foresight helps you plan better, ensuring you have enough cash for future expenses and investments. For example, if predictive analytics shows a potential cash shortfall in the coming months, you can take steps now to prevent it.

To implement this, you can use accounting software with predictive analytics features. Some of the best options are QuickBooks Online, QuickBooks Self-Employed, FreshBooks, Xero, and Sage.

These tools analyze your historical sales, expenses, and other financial data to make accurate forecasts. With these insights, you won't have to spend hours analyzing spreadsheets anymore.

12. Have Separate Business and Personal Bank Accounts

Having a separate business bank account will make your life so much easier. Mixing your business and personal funds can lead to a lot of confusion. But when you have separate bank accounts, you can clearly see what's happening in your business.

Your personal transactions should always differ from the financial transactions you do for the business. This separation makes tracking your business expenses simpler. You won't have to spend hours sorting through a mix of personal and business items on your bank statements.

Separated bank accounts will also simplify financial management. In simple words - you won't be scratching your head trying to remember whether that coffee you bought was for you or a client!

13. Automate Accounts Payable and Receivable

Another great way to save time is to automate your accounts payable and receivable. This means setting up systems to handle your incoming and outgoing payments automatically.

Automating helps you manage receivables more effectively. Instead of manually tracking every payment that customers owe you, an automated system does it for you. This is known as receivable management.

On the other side, automating accounts payable lets you handle bills and expenses effortlessly. The system can be set up to categorize expenses, pay bills, and even take advantage of early payment discounts automatically.

To set this up, pick one of the accounting software for the e-commerce businesses we've mentioned before. Once configured, the software will track money coming in and going out, handle invoices, and maintain records without your constant involvement.

14. Opt for E-Commerce Accounting Services

If everything we've discussed so far seems too complicated, it's always best to consult with an expert. Opting for professional e-commerce accounting services can be a game-changer for your business!

So, let's take a look at what an expert accountant can do for you.

• Supporting small business owners in all aspects: Accountants will offer their best financial advice tailored to your unique needs as a business owner. Their main goal is to help you make informed decisions.

• Bookkeeping services: They handle daily financial records, ensuring accuracy and consistency in your books.

• Strategizing for tax season: These professionals will know exactly how to help you with tax planning and preparation so you always get the most out of tax deductions.

• Assisting in managing invoices and payments: They will ensure your cash flow remains healthy. This way, you can focus more on growing your business and less on financial management.

• They won't let you fail: By managing financial risks and offering strategic advice, they help prevent the reasons why many small businesses fail.

• Ensuring compliance: Your accountant keeps track of all relevant deadlines, making sure you never miss tax filings or important submissions.

• Weekly reconciliation: They will conduct a reconciliation of your accounts weekly or whenever needed. This is crucial for accurate accounting and bookkeeping.

• No more stress when tax time comes: With an expert handling your finances, you will avoid late fees and reduce stress during tax time.

What is E-Commerce Accounting?

E-commerce accounting is the process of managing and tracking all financial transactions and activities specific to online businesses. It involves recording every sale you make, every product you buy, and all the costs of running your online store.

This type of accounting is necessary because it helps you understand how profitable your business is. It also ensures you comply with tax laws and financial regulations. Plus, it helps you manage your cash flow and prepare accurate financial statements.

By properly managing your e-commerce accounting, you will make informed decisions and grow your business faster. You'll also gain insights into which products are your top sellers and which aren't performing well. This knowledge allows you to adjust your inventory and marketing strategies accordingly.

What Are the Best Practices for Managing Your Cash Flow?

The best practices for managing your cash flow are to monitor it regularly, have a cash reserve, streamline the payment process for your customers, avoid overstocking, and cut unnecessary costs.

Always keep a close eye on your cash flow - it helps identify trends and address issues promptly. You also must have a safety net of cash at all times. You will need it to handle unexpected expenses or slow sales periods.

Encourage faster customer payments by offering various payment options and easy-to-use payment platforms. The choices are up to you, but it's best to have at least several payment options.

Maintain a balanced inventory - don't overstock. Regularly review and cut down on expenses that don't contribute to your business growth. This way, you'll have more cash available when necessary while still meeting customer demands.

How Does Selling on Various E-Commerce Platforms Affect Your Taxes?

Selling on various e-commerce platforms can affect your taxes in four key ways: sales tax (it may vary), expense deductions, income reporting, and tax laws (they can differ depending on your nexus).

Today, the most popular e-commerce platforms are Shopify, BigCommerce, WooCommerce, Wix, Adobe Commerce (formerly Magento), Squarespace, and Amazon FBA. No matter which one you choose, you need to familiarize yourself with its tax requests. For example, if you decide to become an Amazon seller, you should check some useful Amazon FBA accounting tips to learn how to sell there effectively. The same goes for other platforms.

You need to know how each platform manages sales tax to ensure you're collecting and remitting the correct amounts. Costs associated with running your stores on these platforms (like subscription fees, marketing costs, and transaction fees) are often tax-deductible. Keep track of these expenses for each platform.

You must report your income correctly. This means all sales from every platform must be included in your tax returns.

Different states or countries have various tax laws. You might have additional tax obligations if you cross certain sales thresholds or have a "nexus" (a significant presence) in a particular place. Therefore, it's always a good idea to consult a tax professional to ensure you comply with everything.

How to Estimate and Track E-Commerce Shipping and Fulfillment Costs?

To estimate and keep track of your e-commerce shipping and fulfillment costs, calculate your products' average weight and size. Account for packaging costs and compare prices from various shipping companies to find the best rates. Regularly review invoices and keep records of packaging costs.

Measure the weight and dimensions (length, width, height) of your typical product. If your products vary a lot, calculate the average for a more general estimate. Add up the cost of the materials you use for packaging, like boxes, bubble wrap, and tape. Don't forget to consider the cost of labels and printing.

Look at different shipping companies and their rates. Rates usually depend on the package's weight, size, and how quickly it needs to be delivered. Check if they offer bulk discounts or special rates for small businesses.

Ensure all the shipping invoices align with your expected costs based on weight, dimensions, and delivery speed. Record all the costs of packaging materials and update them as they change. Set a regular schedule, like monthly or quarterly, to analyze your expenses.

How to Manage Inventory Accounting for an E-Commerce Business?

To manage inventory accounting for your e-commerce business, follow these five steps: choose an inventory accounting method, track your inventory, do regular audits, update your financial records whenever needed, and analyze inventory data.

Decide between FIFO (First-In, First-Out) and LIFO (Last-In, First-Out) for valuing inventory. FIFO is typically more advantageous when prices are increasing, while LIFO is preferable during price declines, as it involves selling the more expensive products first.

Keep a precise record of inventory coming in and going out. Periodically count your physical inventory to check if it matches your records. You should also regularly update your financial records to ensure everything is okay. Review your inventory data to identify trends, like best-selling products, and adjust purchasing accordingly.

However, if your e-commerce business involves drop-shipping or third-party fulfillment or you're selling to different countries, it can significantly affect your inventory accounting. You must always be aware of the various consequences these aspects can have on your business.

What Are the Accounting Challenges With Dropshipping or Third-Party Fulfillment?

Accounting challenges with dropshipping or third-party fulfillment include tracking costs, difficulty with tracking inventory, managing multiple suppliers, compliance with tax regulations, and varying shipping costs.

It can be hard to track how much each product costs because your supplier handles it. A solution is to use accounting software to input each product's cost as you get the information from your supplier.

Since you don't store the products yourself, it's tough to know exactly how much inventory you have. To solve this, regularly communicate with your suppliers to get updated inventory levels. You can also use software that syncs with their systems.

If you work with various suppliers, managing them all can be complicated. A good approach is to keep a detailed database of each supplier, including their terms, products, and prices.

Tax rules can be complex, especially when shipping to different locations. To handle this, consider hiring a tax professional to ensure you follow all the rules.

Shipping costs can change based on where your customers are and the product size. To manage this, keep a close eye on shipping rates from different carriers and adjust your shipping charges. Also, consider offering free shipping over a certain purchase amount to simplify things.

What Do You Need to Consider for Cross-Border E-Commerce Accounting?

For successful cross-border e-commerce accounting, you need to consider the tax regulations in each country you sell to and regularly track currency exchange rates. Stay compliant with international trade laws, and frequently update and check your financial records.

Selling products in different countries means dealing with various tax laws. Each country has its rules about sales tax, VAT, or other duties. You should do thorough research on how to avoid accounting problems with cross-border selling or consult with a tax expert who knows the specific regulations in each country you sell to.

The value of money changes constantly, which can affect your prices and profits when you sell in different currencies. To manage this, use financial tools or software that automatically updates with current exchange rates.

Following international trade laws can be tricky, so stay informed about these laws at all times. It's also important to set a regular schedule (weekly or monthly) to review and update your financial records. Apply these strategies, and you'll surely avoid any complications with managing your e-commerce accounting.