QuickBooks Amazon reconciliation, done at the settlement level.

Because a payout is never the same number as your sales. Amazon takes referral fees, FBA fulfillment and storage fees, refunds it returned to buyers, and any reserve it holds back — all before it wires you the net. If you post the deposit as a single lump of income, your books show far less revenue than you actually made and none of the fees you actually paid. Reconciliation splits the settlement into those parts so the net payout ties back to gross sales.

It is the itemized statement Amazon produces for each disbursement — the detail behind the money that lands in your bank. It lists the transactions in that period as line types: product sales, referral fees, FBA fees, refunds and reimbursements, and any reserve adjustment, netting to the amount deposited. The settlement report is the source document for the reconciliation the way a bank statement is for a bank reconciliation: everything on it has to be accounted for before the deposit ties.

Amazon disburses on a recurring settlement cycle rather than per order — for many sellers that is roughly every two weeks, though the cadence and any reserve terms are set by Amazon and can differ by account. The reconciliation does not depend on the exact schedule: whatever the cycle, each settlement is a closed period with its own report, and we tie that period's activity to that period's deposit. We describe the mechanics structurally and do not assert a fixed schedule for your specific account.

Usually no, and usually you should not want to. For most sellers the right unit of reconciliation is the settlement, not the order: one summarized entry per settlement period that captures sales, each fee type, refunds, and the reserve, tying to the one deposit. Order-level detail belongs in Amazon's reports and can be summarized in; duplicating thousands of individual orders into QuickBooks bloats the file without making the deposit tie any better. We map to the level that reconciles cleanly for your volume.

As expenses, not as a reduction hidden inside sales. FBA fulfillment fees and monthly storage fees are costs Amazon charges you to pick, pack, ship, and warehouse — so they belong in fee or fulfillment expense accounts where you can actually see what fulfillment costs you. Referral fees, the commission Amazon takes per sale, are a separate selling-fee expense. Grouping them by type is what lets you read what Amazon really costs your business, instead of a mystery gap between sales and payout.

In most U.S. states Amazon collects and remits sales tax on your behalf as a marketplace facilitator, which changes how it should appear in your books — it is a pass-through Amazon handles, not revenue you keep and not a liability you remit for those sales. Recording it as income overstates your revenue. We keep marketplace-facilitator tax coded as the pass-through it is, and where your filing obligations are in question, that position is set with your CPA. We make QuickBooks reflect it; we do not decide the tax position.

We structure the books so your product costs post to cost-of-goods-sold rather than being buried in general expenses, so gross margin is readable against sales. How precise inventory tracking gets depends on your operation and your systems — perpetual inventory through an integration, or periodic cost adjustments layered on purchases. The reconciliation focus of this page is the settlement-to-deposit tie; the inventory and COGS structure is part of the broader ecommerce bookkeeping we set up alongside it.

A reserve is money Amazon holds back from a payout — an amount it keeps as a buffer against refunds and chargebacks and releases in a later settlement. It matters for reconciliation because it explains part of the gap between what you sold and what was deposited: the missing amount is not lost, it is held. Recorded correctly, a reserve sits as a receivable — money owed to you by Amazon — and clears when the later settlement releases it, so both periods still tie.

Yes, and with Amazon that is often where we start. Sellers fall behind because the settlement detail is relentless and a lump deposit is easy to post and impossible to trust, so months of payouts pile up unreconciled. A catch-up decomposes each of those past settlements, restores the fees and refunds that were never recorded, and rebuilds the accounts so the picture is real. Once the file is current, keeping each new settlement tied is light, repeatable work. The free review tells you how far behind you actually are.

No. We keep the books — decomposing settlements, recording fees and refunds, reconciling payouts to deposits — so the file is accurate and current. Your CPA sets tax positions, handles sales-tax and income-tax filings, and gives tax advice. Clean, reconciled Amazon books make their work faster and cheaper; they do not replace it. We work alongside your CPA, not instead of them.

It depends on your settlement volume, how many marketplaces or channels you sell across, how far behind the books are, and whether you need a one-time catch-up or ongoing monthly work. We set a fixed scope and a fixed fee after a free review rather than quoting a number that has to change later. The floors on this page are published starting points; the review sets your real range.