How are payout timing differences handled?

Gross activity records when the sale occurs; payouts reconcile as they arrive. Any timing difference stays open with a clear reconciliation status until the payout arrives.

How are processor fees recorded?

Fees post against the same payout batch and reconcile back to channel activity. Fees stay separate from revenue and reconcile to the payout batch.

How do refunds flow through the ledger?

Refunds are recorded against the original transaction with the processor evidence retained. The reconciliation captures both the refund and the associated fee adjustment.

How are disputes handled?

A dispute becomes a review record with processor evidence, ledger impact, and reconciliation state. Resolution is retained.

How does multi-channel reporting work?

Each channel reconciles into the ledger, and the reporting pack surfaces channel-level revenue, fees, refunds, and margin context.

Does Institution manage inventory records?

No. Institution reconciles inventory movement into COGS from the systems you already use; product data lives in your storefront and inventory platform.

How are cost-of-goods inputs prepared?

Purchase evidence, inventory movement, and any adjustments are prepared as inputs to the COGS calculation, reviewed each cycle, and retained.

Can you reconcile Shopify, Amazon and other sales channels?

Share channel exports, processor settlement detail, bank statements, refunds, disputes and inventory records. The team confirms access and the integration or import work in scope. A net bank deposit alone does not explain gross sales, fees or cost of goods sold.

Is sales-tax compliance included with ecommerce bookkeeping?

Bookkeeping records tax collected and paid; nexus analysis, registrations, returns and remittances are separate responsibilities to confirm. Identify selling locations, inventory locations, marketplaces and existing registrations with the tax professional.

What should a DTC brand compare in a proposal?

Compare supported channels, settlement frequency, inventory and landed-cost inputs, returns, gift cards, currencies and reporting by channel. Managed Accounting is priced by monthly business spending; confirm how the quote treats sales volume, inventory complexity and any specialist tax work.

E-commerce

See every sale, fee, refund, and payout in one set of books.

Institution reconciles storefront activity, processor payouts, fees, refunds, and inventory inputs into the ledger, with clear channel-level reporting.

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Illustrative workflow

Channel

Direct

Storefront

Recorded

Channel

Marketplace A

Payouts

In review

Channel

Marketplace B

Payouts

Waiting

Reconciled ledger

One set of books, with channel detail kept intact.

Reconciled

Activity

Retained

Fees

Retained

Refunds

Retained

Payouts

Retained

Payout reconciliation

Gross activity, fees, refunds, disputes, payout, and ledger treatment in one workspace.

Follow each payout from gross channel activity through fees, refunds, disputes, cash received, and final ledger treatment.

Stage 01

Gross channel activity

Recorded when sale posts

Live

Stage 02

Processor fees

Reconciled per payout

Live

Stage 03

Refunds

Linked to original transaction

Live

Stage 04

Disputes

Review record opened

Live

Stage 05

Payout received

Applied to ledger

Live

Stage 06

Ledger treatment

Retained with evidence

Live

Refund and dispute path

One customer event, six clean states.

Customer event

Refund or dispute opened

State

Processor record

Retained with evidence

State

Supporting evidence

Attached to the case

State

Ledger impact

Recorded against original

State

Reconciliation state

Aligned to payout

State

Review

Retained and signed off

State

Inventory and COGS

Movement and cost basis, prepared without pretending to be an inventory platform.

Inputs Institution reconciles

1Inventory record from source system
2Purchase evidence
3Movement or adjustment
4Cost basis input
5Review and retention
6Reporting relationship

Boundary

Product data stays in your storefront and inventory system.

Institution reconciles what those systems produce into COGS and ledger treatment. When a reconciliation exception appears, it lands on the review workspace with a named owner.

Channel reporting

Every channel visible in the reviewed pack.

Channel

Activity

Payout

Fees

Refunds

Reporting state

Direct storefront

Recorded

Reconciled

Retained

Linked

Ready

Marketplace A

Recorded

Reconciled

Retained

Linked

In review

Marketplace B

Recorded

Waiting on records

Retained

Linked

Waiting

Wholesale channel

Recorded

Applied

Retained

Linked

Complete

Records retained

What continues into the next cycle.

RECORD 01

Channel inventory

All active channels and processors

RECORD 02

Payout-reconciliation worksheet

Per-payout composition

RECORD 03

Refund and dispute log

Evidence and conclusion

RECORD 04

Inventory-record checklist

Inputs to COGS

RECORD 05

Channel reporting pack

Reviewed monthly

Connected services

Coverage tuned for channel-based revenue.

Bookkeeping & Close

Input: Channel + processor data
Handoff: Channel-aware reconciliation
Output: Reviewed close

Review the close workspace

Accounts Receivable

Input: Non-processor invoices
Handoff: Follow-up + disputes
Output: Cash record

See receivables cadence

Accounts Payable

Input: Vendor + freight
Handoff: Approvals
Output: Ledger entry

See approvals

Tax Coordination

Input: Reconciled ledger
Handoff: Evidence handoff
Output: Preparer packet

Follow the tax path

Financial Reporting

Input: Reviewed close
Handoff: Channel commentary
Output: Reporting pack

Understand the reporting pack

CFO Advisory

Input: Reviewed record
Handoff: Scenario framing
Output: Decision context

Explore advisory context

Questions from e-commerce operators.

How are payout timing differences handled?
Gross activity records when the sale occurs; payouts reconcile as they arrive. Any timing difference stays open with a clear reconciliation status until the payout arrives.
How are processor fees recorded?
Fees post against the same payout batch and reconcile back to channel activity. Fees stay separate from revenue and reconcile to the payout batch.
How do refunds flow through the ledger?
Refunds are recorded against the original transaction with the processor evidence retained. The reconciliation captures both the refund and the associated fee adjustment.
How are disputes handled?
A dispute becomes a review record with processor evidence, ledger impact, and reconciliation state. Resolution is retained.
How does multi-channel reporting work?
Each channel reconciles into the ledger, and the reporting pack surfaces channel-level revenue, fees, refunds, and margin context.
Does Institution manage inventory records?
No. Institution reconciles inventory movement into COGS from the systems you already use; product data lives in your storefront and inventory platform.
How are cost-of-goods inputs prepared?
Purchase evidence, inventory movement, and any adjustments are prepared as inputs to the COGS calculation, reviewed each cycle, and retained.
Can you reconcile Shopify, Amazon and other sales channels?
Share channel exports, processor settlement detail, bank statements, refunds, disputes and inventory records. The team confirms access and the integration or import work in scope. A net bank deposit alone does not explain gross sales, fees or cost of goods sold.
Is sales-tax compliance included with ecommerce bookkeeping?
Bookkeeping records tax collected and paid; nexus analysis, registrations, returns and remittances are separate responsibilities to confirm. Identify selling locations, inventory locations, marketplaces and existing registrations with the tax professional.
What should a DTC brand compare in a proposal?
Compare supported channels, settlement frequency, inventory and landed-cost inputs, returns, gift cards, currencies and reporting by channel. Managed Accounting is priced by monthly business spending; confirm how the quote treats sales volume, inventory complexity and any specialist tax work.