How to Reconcile Amazon Seller Central with QuickBooks, Xero, Zoho Books, and Sage

2025-05-16 15:28:08
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For Amazon sellers, keeping your books accurate is crucial for understanding profitability, managing cash flow, and staying compliant with tax laws. One of the most important tasks in eCommerce bookkeeping is sales reconciliation—matching what Amazon reports with what is recorded in your accounting software like QuickBooks Online (QBO), Xero, Zoho Books, or Sage.In this blog, we will walk through:

What sales reconciliation means for Amazon sellers

The key components of Amazon settlements

How to reconcile Amazon with different accounting software

Tools and integrations that simplify the process

How OBG Outsourcing helps eCommerce businesses stay financially accurate

1 What is Amazon Sales Reconciliation

Sales reconciliation is the process of ensuring that the sales and fees reported by Amazon Seller Central match the records in your accounting software. This helps you identify discrepancies, track fees, confirm payouts, and accurately calculate revenue.

Amazon provides settlement reports (usually bi-weekly), detailing all transactions including:

Gross sales

Refunds and returns

Fees (FBA, referral, advertising)

Shipping income

Sales tax collected

Net payout to your bank account

Reconciling these numbers with your accounting software ensures that your financial reports reflect the real business activity.

2 Step-by-Step Guide to Reconcile Amazon Sales

Let’s go through the process using different platforms:

A. Reconciliation with QuickBooks Online (QBO)

Step 1: Gather Data
Download the settlement report from Amazon Seller Central.

Step 2: Use A2X for Automation (Recommended)
A2X automatically fetches Amazon settlement data and summarizes it for direct posting into QBO, breaking down sales, fees, taxes, and payouts accurately.

Step 3: Manual Option
If not using A2X, create a journal entry manually in QBO:

Record gross sales as income

Deduct Amazon fees as expenses

Include shipping and tax separately

Match the net payout to your bank feed

Step 4: Reconcile with Bank Feed
Ensure the Amazon deposit in your bank feed matches the net payout in your journal entry.

B. Reconciliation with Xero

Step 1: Use A2X for Xero Integration
Connect A2X to Amazon and Xero to import and map settlement data directly into your accounts.

Step 2: Manual Journal Entry
Break down the settlement amount:

Income from product sales

Less Amazon fees

Add shipping income and sales tax

Match net payout to Xero bank transactions

Step 3: Reconcile Bank Transactions
Match the Amazon deposit with your journal entry or A2X-generated entry in Xero’s reconciliation tab.

C. Reconciliation with Zoho Books

Step 1: Import Amazon Data
Manually or using connectors like Zapier or OneSaas, import sales data from Amazon.

Step 2: Record Journal Entry or Invoice
Create a manual journal or recurring invoice template for Amazon settlements.

Categorize product sales, shipping, tax, and fees

Record net payout and match with bank entries

Step 3: Match Bank Statement
Use Zoho’s reconciliation tool to match the payout from Amazon to your journal entry.

D. Reconciliation with Sage

Step 1: Export Amazon Settlement Report
Export the settlement data and create a summary of income and expenses.

Step 2: Manual Entry or Integration
If Sage is connected via A2X or a third-party connector, the data will sync automatically. Otherwise, record a manual journal:

Gross revenue

Refunds and fees

Net deposit

Step 3: Bank Matching
Use Sage bank feed matching to link the Amazon deposit with your journal entry.

3 Why Use A2X or Other Integration Tools

Reconciling manually can be time-consuming and error-prone. Tools like A2X, Link My Books, or Webgility simplify the process by:

Automatically fetching Amazon settlement reports

Breaking down data into mapped accounting entries

Posting to the correct income and expense accounts

Ensuring tax compliance and accuracy

Matching payouts with your accounting software bank feed

4 Common Mistakes to Avoid

Recording net payouts as gross income (ignores fees and tax)

Missing refunds or chargebacks

Incorrect sales tax mapping

Ignoring marketplace fees like storage or ad charges

Using estimated numbers instead of actual settlement data

5 How OBG Outsourcing Helps with Amazon Sales Reconciliation

OBG Outsourcing provides end-to-end Amazon accounting and reconciliation services, ensuring that your books are accurate, timely, and tax-ready.

We offer:

Setup and integration of QuickBooks, Xero, Zoho, or Sage

Automated reconciliation with tools like A2X or Link My Books
Monthly matching of Amazon reports and bank feeds
Sales tax compliance and reporting
Financial reporting and profitability analysis for each marketplace
Whether you are a solo Amazon seller or managing a multi-channel eCommerce business, we ensure your accounts are always up to date and audit-ready.

6 Conclusion

Sales reconciliation is a crucial part of managing your Amazon business finances. With multiple fees, refunds, and deposits, it is essential to match your Amazon activity with your accounting software accurately. Using tools like A2X or professional services like OBG Outsourcing, you can streamline the process, reduce errors, and make better financial decisions.

Contact OBG Outsourcing today to get expert help with your Amazon bookkeeping, reconciliation, and tax compliance.