2026 inventory & suppliers
Inventory purchase and supplier invoice records grouped by vendor with documents attached.
Ecommerce & DTC · Accountant handoff
Get your ecommerce store records ready for handoff
Running a Shopify or DTC store means inventory buys, fulfillment fees, ad spend across platforms, and a stack of app subscriptions — while your sales arrive as gateway and marketplace payouts that already had fees taken out. Your accountant needs every cost organized and every payout documented, both sides clean. Cash Workspace gives you one place to record each expense with its receipt, file monthly payout statements, and group supplier invoices by fiscal year.
The problem
Why ecommerce records get scattered
Costs hit from inventory suppliers, fulfillment, ad platforms, and app subscriptions, while payouts land net of fees — so neither the cost side nor the income side organizes itself.
- Inventory and supplier invoices arrive from several sources with no single home.
- Fulfillment and shipping fees are spread across providers and statements.
- Ad spend on Meta, Google, and TikTok lives in separate billing dashboards.
- App subscriptions quietly stack up and are easy to overlook.
- Gateway and marketplace payouts show net amounts with fees already removed.
The workflow
Build a handoff-ready ecommerce record set
Record each cost with its receipt, file monthly payout statements, and group supplier invoices by fiscal year.
- 1
Record inventory and supplier invoices
Log each inventory purchase and supplier invoice with date, vendor, amount, and category, attaching the invoice.
- 2
Record fulfillment and shipping
Add fulfillment, warehousing, and shipping fees as expenses with statements or receipts attached.
- 3
Record ad spend and apps
Log Meta, Google, and TikTok ad spend and each app subscription as expenses with receipts attached.
- 4
File payout statements by month
Save each gateway and marketplace payout statement in a payouts folder, one per source per month, noting fees taken out.
- 5
Group suppliers by fiscal year
Keep supplier invoices grouped by vendor within the fiscal-year folder.
- 6
Review and export
Check for missing receipts, ad-platform gaps, and skipped payout months, then export for your accountant.
Record structure
What to record for each ecommerce expense and payout
A consistent field set keeps a multi-channel store's records totalable by your accountant.
- Date
- The charge, invoice, or payout date, for the right month and fiscal year.
- Vendor or platform
- The supplier, fulfillment provider, ad platform, app, gateway, or marketplace.
- Category
- Inventory, fulfillment, shipping, ad spend, app subscriptions, or gateway fees.
- Amount
- The total and currency, matching the attached receipt or statement.
- Receipt or statement
- The invoice, ad-platform receipt, or payout statement attached to the record.
- Payout source
- Which gateway or marketplace a payout came from, for documented income per source.
- Fee note
- Gateway or marketplace fees taken out, so gross and net are both visible for review.
- Supplier tag
- A consistent vendor tag so each supplier's invoices group together.
- Notes
- Anything to flag, like a bulk inventory order covering several months.
Example setup
An example ecommerce folder setup
One way to lay out a fiscal year in your workspace.
2026 fulfillment & shipping
Fulfillment, warehousing, and shipping fee records with statements attached.
2026 ad spend & apps
Meta, Google, and TikTok ad receipts and app subscription records by platform.
2026 payout statements
Gateway and marketplace payout statements per source per month, with fees noted.
Common mistakes
Mistakes that complicate an ecommerce handoff
- Letting supplier invoices live in separate inboxes instead of one grouped folder.
- Overlooking app subscriptions that quietly stack up across the year.
- Recording only net payouts and dropping the gateway fees taken out.
- Leaving ad spend in platform dashboards with no receipt saved.
- Mixing this year's supplier invoices with last year's in one folder.
How it helps
How Cash Workspace helps
Receipts on every cost
Attach each inventory, fulfillment, ad, and app receipt to its expense record so proof stays with the amount.
Payouts documented by source
File each gateway and marketplace payout statement by source and month, with fees noted for review.
Suppliers grouped by year
Group supplier invoices by vendor within the fiscal-year folder so each supplier's activity is easy to review.
Clean exports
Export your organized records and attachments when it's time to send everything to your accountant.
Related
Related ecommerce finance workflows
Business expense categories
Categorize inventory, fulfillment, and ad spend consistently.
Etsy seller handoff
Compare with a marketplace seller's handoff.
Year-end vendor records
Group each supplier's invoices for the year.
Income records folder
Keep gateway and marketplace payouts documented.
Year-end accountant handoff
Run a full year-end handoff end to end.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Ecommerce store handoff FAQ
- How do I organize ad spend across platforms for my accountant?
- Record each platform's ad charge as an expense with its receipt attached and tag it by platform. Keeping Meta, Google, and TikTok in one ad-spend folder gives your accountant the full marketing cost in one view.
- How should I handle gateway and marketplace fees?
- File each payout statement and note the fees that were taken out so gross and net are both recorded for review. Cash Workspace keeps those figures side by side rather than calculating anything.
- Should supplier invoices be grouped by year?
- Yes. Group supplier invoices by vendor within each fiscal-year folder so prior-year inventory buys don't blur into the current year, and each supplier's activity is easy to total.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Hand off a clean ecommerce year
Start a free workspace and keep every inventory, ad, and app receipt, plus monthly payouts and supplier invoices, in one place so your accountant gets both sides organized.