Helping You with Your Amazon FBA Business

How to Enter Amazon FBA Numbers into Quickbooks Online

Hello Everyone!  In this post, I’m going to show you how I manually add in my Amazon data into QuickBooks Online Simple Start.

Before we get started, please keep in mind that I’m not a professional accountant or bookkeeper.  If you’re uncomfortable with doing your own bookkeeping, I recommend hiring a bookkeeper.

Amazon Payday
I enter my Amazon numbers at the end of my Amazon payment cycle.  I always start with the Payments -> Statement View report as it shows my deposit amount.  For the period from January 7 to January 21, I did $583.57 in sales and after Amazon deducted their fees, I received a deposit of $405.19 into my checking account.

Note: I picked this date range as it includes a reimbursement.


I have QuickBooks setup so that it syncs with my checking account at the bank and it categorizes the $405.19 deposit as FBA Sales Income.  At this point though, QuickBooks is showing an incorrect sales amount because my sales total was actually $583.57.  So, I need to correct that and also enter into QuickBooks all of those Amazon Fees that get deducted from our sales revenue.

Using the Transaction View Report
Unfortunately, the Summary View Report doesn’t go into detail on what the individual fees are.  Some people may like to lump all of their fees into one lump category called “Amazon Fees.”  Others may want to know every single fee down to the Order Handling and Pick and Pack fees.  I’m somewhere in the middle and this is what I like to track:

  • Inbound Shipping Fees
  • Inventory Placement Fees
  • Storage Fees
  • Monthly Professional Seller Fees
  • Return Fees
  • Amazon FBA Fees – Order Handling, Pick and Pack, Referral, Weight Handling

Each time I get a new fee, I make a decision as to whether I want to track it separately or add it to Amazon FBA Fees.

I use the Transaction View Report to calculate the different fees.  For example, to get your Inbound Shipping Fees, you can filter the view by “Service Fees” and then manually add up all of the “Inbound Transportation Charges.”


For those that track your numbers in InventoryLab or elsewhere, you should check to see if there’s a report that totals up the different fees for you and then you can just use that.  I’m actually able to get these same numbers from the Excel spreadsheet that I use, but I prefer calculating my fees from Seller Central.

I also use the Transaction View Report is to find the sales tax that I collected.  I’m sure I could get the same information from TaxJar or from one of Amazon’s other reports, but I prefer using this report.

What I do is print the Transaction View Report, then whenever there’s a number other than zero in the “Other” column, I click on the “Total” column to get the sales tax.  I then write that on my printout so I can add them all up in Excel in the next step.

Tip: To save on paper, change the setting on the bottom to show 50 results per page.

Using Excel
I love Excel and use this little worksheet to calculate my numbers so that I can enter them into QuickBooks:


I then verify that the Sales and Deposit amounts matches those from the Statement View Report.  As an additional check, I make sure the sum of the Inbound Shipping, Inventory Placement, Storage Fee and Professional Fee equals the Selling Fees -> FBA fees amount from the Statement View Report.  For this example, the fees are $47.23.  Also, my reimbursement of $22.89 shows up on the Statement View Report under Other Transactions -> Other.

Enter Numbers into QuickBooks
This is actually the easiest part.  You’ll just open your Amazon Liability register (see Balance Sheet post) and enter your numbers.  You can do this all in one entry but I like to split mine up between what I owe (fees) and what Amazon owes me (sales, tax, reimbursements).

Here’s an example of entering the fees:
041615 Blog Fees

Then I enter the sales, tax and reimbursements:

041615 Blog Sales

When I’m done, the number in red will be my deposit amount ($405.19) and then I reverse it out:


If I don’t reverse it, then QuickBooks will show an FBA Sales amount of $405.19 too much:

Run a Profit and Loss Statement
At this point, you can run a Profit and Loss Statement in QuickBooks to make sure your numbers match those from your Excel spreadsheet:


As you can see, all of the numbers match.  Please note that I don’t have the sales tax in the Profit or Loss Statement because that’s not an income or an expense.  The Sales Tax Payable account will show how much sales tax was collected and paid out.  Also, my COGS amount isn’t showing because I enter that on the last day of the month.  The P&L shown above is really for example purposes only on how to get your Amazon figures into QuickBooks and it’s not complete for the full month of January.

Split Months
In the example that I used above, the pay period of Jan 7 – Jan 21 is all in the same month.  This is the easiest case but you also have pay periods that are split between two months.  If you’re using the accrual accounting method, you’ll follow the same process but divide your entries between months.

So, for the payment period of Jan 21 – Feb 4, I would divide the sales and fees between:

  • Jan 21 – Jan 31
  • Feb 1 – Feb 4

When I do my entries, I’ll enter the January numbers on January 31 and the February numbers on Feb 4th.

I hope this post helps you with getting your Amazon number into QuickBooks.  If you have any questions, please ask in the comments below or on my Facebook page.


p.s.  If you want to use QuickBooks Online Simple Start, you can purchase it from the QuickBooks Website, from a local retailer such as Office Max or even from Amazon.

Photo Credits:
Featured Image of Work and Wealth Money Tree: © freshidea –
All Pictures/Screenshots in this post: Diana Poisson

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{ 19 comments… add one }
  • Jeff January 6, 2016, 4:51 pm

    Great article! It all makes perfect sense to me how you explained it except for the part where you divide your entries between months. If a 2 week period is over a month end boundary, how do you know what your numbers are for each month?

    • Diana January 6, 2016, 5:20 pm

      Hi Jeff,
      When that happens, I pull my Payment->Summary and Payment->Transactions reports as normal. Then I get an Excel Spreadsheet and make 3 columns: One for last month, one for this month and the total of the two.

      For example, my current payout runs from Dec 23 to Jan 6. So, I’ll do the numbers for Dec 23 to Dec 31 and then from Jan 1 to Jan 6. I get those numbers from from the Payment -> Transaction report. Then I add the two columns together and the numbers should equal the totals on the Payment->Summary report.

      It’s a bit of a hassle, but that’s how I do it. I know that InventoryLab has sales reports but unfortunately, they don’t allow you to select a custom date range.


  • Jeff January 7, 2016, 12:55 am

    Thanks for the response. That makes sense. The problem I have when I do that is that it doesn’t show all of my data because there are too many transactions. The report says, “Transactions: 600 This report has been truncated because it exceeds the maximum limit of 600 transactions. For larger reports, use the Payments reports on the All Statements or Date Range Reports tabs.”

    And then when I run a Date Range Report like it suggests and I can’t get it to reconcile with the Payments>Summary amounts. I think part of the problem might be not using the exact same dates. You’ll notice that the Payments>Summary reports have a 2-week time period, but they use the same date to end the last period and start the next period. For example, my reports show 11/25/15 – 12/09/15, and then the next report shows 12/09/15-12/23/15. So…do 12/09/15 transactions show up on both reports? Any ideas?

    • Diana January 7, 2016, 1:28 am

      Even though both reports show 12/09 transactions, there won’t be duplicate transactions between the two. So you can go to the Payments Transactions Report for 11/25 to 12/09 and find the 12/09 transactions that match that report. Then go to the 12/09/15 to 12/23/15 report and find the 12/09 transactions that match that report. Then when you run the Summary Report for 12/09 to 12/23, subtract out the 12/09 numbers that aren’t included in that report.

      You can also copy the 12/09 rows from your Amazon reports from Seller Central and paste them to Excel. Be sure to use “Destination Formatting” and then have Excel do the calculations.

      That’s great that you have 600+ transactions as it means your selling. My volume is much lower so I’ve always had everything in the same report and have not run into the challenges that you’re having. However, since my volume went up over Q4, I’m finding that it does take longer to get the accounting done and my current method isn’t going to work with numerous transactions. Unfortunately, Amazon doesn’t make it easy and I don’t have a simple solution.

      If you’re on FB, there’s an accounting group on there for Amazon FBA Sellers and someone from there may have a better answer. I just joined it a few weeks ago and it’s at

      Most of the instruction is for Sellers using QB Online. Let me know if you have any more questions!


  • tif February 4, 2016, 5:12 pm

    how do you calculate the cost of good sold hoe do know which and how from each product you sell through fba

  • tif February 5, 2016, 5:10 pm

    i see your excel sheet but i need one to to show me how much sold from each product that will show me each transaction separate

    • Diana February 7, 2016, 4:13 am

      To my knowledge, there isn’t an Excel spreadsheet that will pull your Amazon sales transactions for a specific product. Usually with Excel, you have to enter the information manually, download an Amazon report and copy the data to Excel or copy and paste the data like I explained in my COGS post. I guess you can copy and paste all of your data and then sort the worksheet by Product Name so each product will be grouped together and you can see the sales transactions for that product.

      Depending how far back you need to go, this may be time-consuming. I would also contact InventoryLab and see how far back they go in pulling the Amazon Data from when you first start IL. With IL, you can go into your “FBA Sales” and search by product title and get a list of all of the sales transactions for that listing. Plus it’ll have your COG amount (as long as you entered it).


  • Mike July 12, 2016, 3:02 am

    I’m currently using Go Daddy but I’m seeking an alternative because Go Daddy is a bit too simple and doesn’t provide me with enough reports (Balance sheet etc). But this seems like soooo much more work compared to Go Daddy..with Go Daddy all I have to do is categorize every expense and add my mileage..sigh

    • Diana July 13, 2016, 2:21 am

      Hi Mike,
      It does take time to learn how to use QB, but once you’ve done it a few times, then it’s pretty easy. It’s the same process repeated over and over, just with different numbers.

      One thing you might consider is taking Anna Hill’s Quickbook class. She runs the Accounting We Will Go Facebook group. I haven’t taken the class, but it looks like it covers a lot.

      No matter which system you use, there is a learning curve. And to be honest, I’m sure there are better ways to add the Amazon Data to QB than how I’m doing it. I had to pretty much figure it out on my own.

      Good luck and let me know what you decide to do!


  • MJ December 12, 2016, 7:39 pm

    Great article! How do you deal with “reserve” amount, when Amazon holds back funds in the current period and pays out in the next?

    • Diana December 12, 2016, 9:34 pm

      Hi MJ,
      Good question! I’ve never had to deal with “reserve” amounts, but I would think it would be almost the same process. Unfortunately, I think I would confuse you and me if I tried explaining how I would do it.

      I recommend joining the Facebook Group Accounting We Would Go. I’m not affiliated with them, but it’s run by an accountant that’s also an FBA Seller. She is very good at answering questions and she knows QuickBooks.

  • Ana January 9, 2017, 12:19 am

    Hi Diana,

    Great post. I think this is the most useful amazon accounting related post I’ve found.

    I have a question for you though. I know it sounds like a silly one, but what classification do you use for both your “Amazon FBA” and “FBA Sales” Accounts? I guess that “FBA sales” is your Revenue (Income) Account , but then how do you classify “Amazon FBA”, which I guess is the account of your Amazon disbursement?

    Thank you in advance,

    • Diana January 9, 2017, 4:40 am

      hi Ana,
      I have the “Amazon FBA Sales” account classified as income.

      I have the “Amazon FBA” account classified as an “Other Current Liability” account.

      It probably make more sense to make it an “Other Current Asset” account since usually Amazon is the one owing me money after every sale. But either should work as it’s just a temporary holding spot because once you get your disbursement, the account balance goes back down to zero.

      I’m sure there’s probably a better method to input the Amazon FBA numbers, but this is how I do it and it works for me. You might also check out the Accounting We Will Go Facebook group because the leader Anna Hill knows a lot more than I do. I’m not affiliated with the group, but have learned a lot from it.

      Anyway, I’m glad you found this post helpful and let me know if you have any other questions!


  • Giovanni January 17, 2017, 4:57 am

    Hi Diana! I just discovered your blog today and I feel like I learnt a week’s worth of QB/FBA heavy-duty number crunching already. Thank you for all the work! I have a couple questions: When setting up the Amazon FBA Liabilities Register, are both Amazon’s Fees (what they charge us) and the Sales, tax and reimbursements (money for us) all under the same Amazon FBA Current Liabilities register?

    And… this might be a bit embarrassing to admit, but during the first couple cycles the Amazon fees were higher than my actual income, so they billed my credit card. How do I pair that charge to the Liabilities Register?

    Thank you!

    • Diana January 17, 2017, 1:58 pm

      Hi Giovanni,
      I have separate liability accounts for most things:

      Amazon FBA Liability account for what Amazon owes me (sales) and what I owe them (FBA fees). They cancel themselves out every pay period.

      Liability accounts for every credit card. It’s better to keep each credit card account separate so you can easily track the balance on each one.

      Sales Tax Payable account for the sales collected that I need to remit to the state. I do not have separate liability accounts for each state though.

      Hope that helps!


      • Giovanni January 17, 2017, 3:48 pm

        Hi, it does help a lot. Thank you Diana!

  • Giovanni January 17, 2017, 7:10 am

    whoops! I just realized you answered a similar question a few days ago right before my comment.


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I am working towards creating a full-time income by selling on Amazon. It's a lot of work but very fun! If you're interested in selling on Amazon, be sure to follow my blog as I'll be providing you with lots of tips!


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