Accounting services for e-commerce and online stores
Accounting and tax support for e-commerce, taking into account the State Tax Service of Ukraine, RRO/PRRO, VAT, acquiring, payment services, primary documents and inventory accounting. The service is suitable for online stores, D2C brands, marketplace sellers and delivery businesses where there are card payments, cash on delivery, frequent returns and platform fees. The result – revenue control by channels, accurate accounting of commissions and logistics, timely reporting and a clear tax model without gaps in documentation.
Payments and revenue – acquiring, invoices, payment providers, cash on delivery, payment splitting, reconciliation with payouts
Marketplaces and fees – platform reports, commissions, compensations, penalties, advertising expenses, returns and partial refunds
Inventory and documents – inventory accounting, cost of goods, imports/purchases, invoices, RRO/PRRO for online sales and delivery, VAT if required
Get accounting services for e-commerce
We will help organize payments, marketplaces, returns, inventory and tax accounting for your online store
Features of accounting for e-commerce and online stores
For an online store, it is important to correctly account for all incoming payments – from card payments to cash on delivery through logistics services. This includes accounting for acquiring, payouts from payment providers, payment splitting and regular reconciliations. This allows you to see real revenue without distortions between orders and actual receipts.
Sales through platforms have their own specifics: commissions, penalties, advertising costs, compensations and returns. Within marketplace accounting in Ukraine, sales accounting, analysis of platform reports and commission tracking are carried out. This makes it possible to accurately understand net income and avoid reconciliation errors.
Without clear inventory accounting, it is difficult to control margins. Inventory accounting for an online store is organized, including purchases, imports, invoices and write-offs. This is where the real cost and profitability of each product are determined.
For businesses working with VAT, it is critical to properly reflect transactions. VAT accounting for e-commerce in Ukraine is maintained, including commissions, returns and payments, to avoid discrepancies between revenue, bank data and reporting. This is the basis for accurate reporting to the State Tax Service for an online store.
Logistics creates a separate layer of accounting. It is necessary to account for cash on delivery via Nova Poshta, delivery costs, returns and partial returns. This allows for proper cost allocation and prevents loss of profit due to inaccuracies.
As a result, a unified system is formed where all data is interconnected – from order to financial result. Regular reconciliation of marketplace payouts and performance monitoring allows the business to operate steadily, without fines or unexpected tax adjustments.
Who accounting services for e-commerce are suitable for
Online stores and D2C brands
- an accountant for an online store builds accounting across all sales channels – website, Instagram, messengers;
- acquiring and payments through different payment services are tracked without data loss;
- proper accounting for an online store in Ukraine is formed taking into account returns, delivery and commissions;
- consistency between orders, payments and actual revenue is controlled.
Marketplace sellers
- marketplace sales accounting is organized taking into account platform reporting specifics;
- marketplace commissions, advertising costs, penalties and compensations are tracked;
- regular reconciliation of marketplace payouts is performed to avoid gaps between reports and payments;
- returns and partial refunds affecting the financial result are correctly accounted for.
Businesses with delivery and cash on delivery
- cash on delivery accounting via Nova Poshta and other carriers is maintained with commissions and payout timing considered;
- income and delivery expenses are separated to avoid profit distortion;
- returns and re-shipments are taken into account;
- data between inventory, payments and logistics is synchronized.
Companies with VAT and scalable turnover
- VAT accounting for e-commerce in Ukraine is maintained taking into account acquiring, marketplaces and returns;
- the correctness of tax credit and liabilities is controlled;
- accurate reporting to the State Tax Service for an online store is prepared and submitted without errors;
- a clear tax model is built, allowing business scaling without risks.
Ultimately, accounting services for e-commerce are suitable for businesses where multiple sales channels, different payment methods and complex logistics operate simultaneously. This is exactly where standard accounting stops working, and mistakes in commissions, returns or VAT begin to directly affect profit. Properly structured accounting for an online store allows all processes to be combined into a single system where every figure is clear and the financial result is controlled.
What e-commerce accounting support includes: payments, marketplaces, returns, inventory, RRO/PRRO and taxes
In e-commerce, accounting is not limited to recording sales. Multiple channels operate simultaneously – website, marketplaces, payment services and delivery, while money flows separately from orders. That is why accounting services for e-commerce cover the entire chain of operations – from the moment of customer payment to the reflection of revenue, inventory and taxes. Properly structured accounting for an online store in Ukraine allows synchronizing payments, inventory, returns and reporting to the taxpayer’s electronic cabinet, so the business can see the real financial picture and operate without data gaps.
Payments, revenue and RRO/PRRO
Sales channels are analyzed – website, marketplaces, social media, card payments and cash on delivery. Accounting for acquiring and payment services is set up so that revenue and payouts match. If needed, RRO/PRRO is implemented for the online store in accordance with State Tax Service requirements.
Marketplaces, commissions and returns
Marketplace sales are accounted for taking into account commissions, expenses and compensations. Marketplace payout reconciliation is performed, and return accounting for the online store is controlled, including partial refunds.
Inventory, goods and cost of goods
Inventory accounting for the online store is organized with control of stock levels, product movement and purchases. Cost of goods is calculated taking into account logistics, commissions and purchase costs, allowing you to see real profitability.
Taxes, VAT and reporting to the State Tax Service
VAT accounting for e-commerce in Ukraine is maintained across all sales channels. Accurate reporting for the State Tax Service is prepared to avoid discrepancies between bank data, accounting and tax reports.
Delivery, cash on delivery and logistics
Cash on delivery accounting via Nova Poshta and other carriers is organized separately. Commissions, payout timing, returns and re-shipments are taken into account. This allows you to clearly understand what portion of revenue actually reaches the business.
Payment services and payment splitting
Payment service transactions are tracked, including cases with payment splitting, holds and payout delays. This is important for businesses working with multiple providers or marketplaces.
Primary documents and accounting synchronization
A complete set of primary documents is formed – invoices, acts, delivery notes. Data is synchronized between inventory, payments and sales to avoid gaps and errors in financial reporting.
How to organize accounting for online sales in Ukraine: acquiring, cash on delivery, primary documents, VAT and reporting to the State Tax Service
How accounting works in e-commerce: revenue, inventory, payments and taxes
Revenue and cash accounting by sales channels
In e-commerce, revenue comes through websites, marketplaces, social media, acquiring and cash on delivery, so it is important to properly separate and reconcile it.
- RRO/PRRO accounting for the online store, card payments and cash on delivery is maintained;
- sales channels are separated – website, marketplaces, payment services;
- consistency between orders, bank data and actual revenue is controlled;
- acquiring accounting and payouts from providers are tracked.
Marketplace accounting and payouts
Sales through platforms have a complex payout and commission structure that must be properly accounted for.
- marketplace sales accounting is maintained based on platform reports;
- marketplace commissions, penalties and advertising costs are tracked;
- marketplace payout reconciliation is performed;
- the difference between gross and actual revenue is analyzed.
Delivery, cash on delivery and returns
Logistics creates a separate layer of accounting that directly affects profit.
- cash on delivery via Nova Poshta and other carriers is accounted for;
- commissions, payout terms and delays are considered;
- return accounting for the online store, including partial refunds, is controlled;
- delivery costs and actual business income are separated.
Inventory, goods and cost accounting
Without inventory control, it is impossible to understand real margins.
- inventory accounting for the online store is organized;
- purchases, imports and stock levels are controlled;
- cost of goods is calculated taking into account logistics and commissions;
- write-offs and losses are tracked.
Payment services and cash flow
In e-commerce, money often moves more complexly than it seems at first glance.
- payment service transactions are accounted for;
- holds, payment splitting and delays are considered;
- payouts from different providers are controlled;
- consistency between payments and orders is ensured.
Taxes, VAT and reporting to the State Tax Service
The tax part must accurately reflect all business operations.
- VAT accounting for e-commerce in Ukraine is maintained across all sales channels;
- the correctness of tax credit and liabilities is controlled;
- discrepancies between accounting, bank data and tax records are eliminated.
Benefits of working with an accountant for e-commerce
Online stores with consistent revenue
When sales occur daily across different channels, discrepancies quickly appear without a system.
- acquiring and bank inflows are controlled;
- revenue is separated by channels – website, marketplaces, payment services;
- gaps between orders and actual payments are eliminated;
- stable accounting for the online store in Ukraine is formed without errors.
Businesses with large assortments and inventory
The more products, the harder it is to control stock and profit.
- inventory accounting for the online store is maintained;
- purchases, stock levels and product movement are controlled;
- real cost and margins are calculated;
- losses due to write-offs and accounting errors are reduced.
Sales through marketplaces and aggregators
Working with platforms adds complexity to finances.
- marketplace sales accounting is maintained;
- marketplace commissions and expenses are controlled;
- marketplace payout reconciliation is performed;
- discrepancies between reports and actual payouts are eliminated.
Companies with VAT and scaling
As the business grows, tax complexity increases.
- VAT accounting for e-commerce in Ukraine is maintained;
- tax liabilities and credits are controlled;
- accurate reporting to the State Tax Service for the online store is prepared;
- risks of fines and additional charges are reduced.
This approach allows building accounting for an online store as a system where all processes are interconnected. As a result, the business does not lose money due to errors and can confidently scale.
Common accounting mistakes in e-commerce that cost businesses money
When payments from the website, marketplaces, acquiring and cash on delivery are recorded together, it becomes difficult to understand actual revenue. This leads to errors in online store acquiring accounting, discrepancies with the bank and inaccurate financial data.
Platform reports and actual payouts often do not match due to commissions, penalties and advertising costs. Without proper marketplace sales accounting and marketplace commission accounting, the business does not see real income and operates at a loss even with growing sales.
When website, marketplaces and payment services are not separated, it is impossible to understand which channel generates profit. This complicates scaling and distorts the business financial model.
Without proper inventory tracking in an online store, discrepancies in stock balances and cost arise. As a result, the business does not see real margin and makes decisions based on inaccurate data.
Returns and cash on delivery are often recorded partially or with delays. Because of this, online store return accounting is distorted and financial results look better than they actually are.
Incorrect VAT in e-commerce Ukraine due to mixed payments, commissions and returns leads to discrepancies in reporting. This creates risks of fines and issues with tax reporting for an online store.
In the online sales sector, accounting mistakes are often not visible immediately. But they create gaps between revenue, inventory and taxes. Without a systematic approach, online store accounting in Ukraine begins to drift, and the business loses control over profit in accordance with the requirements of the Law of Ukraine “On Accounting and Financial Reporting in Ukraine”. Such a set of mistakes usually occurs when accounting is handled in fragments. That is why accounting services for e-commerce build a system where all data is interconnected and reflects the real state of the business.
Questions and answers about accounting for e-commerce services and online stores
How is accounting for an online store handled in Ukraine?
Online store accounting in Ukraine is built around real processes – payments, deliveries, returns and inventory. It is important to synchronize online store acquiring accounting, payment services, marketplaces and tax reporting for online stores to the STS so that all data matches.
Do you need an accountant for an online store if you already have a CRM and payment systems?
Yes, because CRM and payment services do not provide full accounting. An accountant for an online store ensures proper payment service transaction accounting, taxes, returns and documentation required for reporting and business control.
How to properly track sales on marketplaces?
Proper marketplace sales accounting includes commissions, advertising expenses, penalties and compensations. Regular reconciliation of marketplace payouts in accounting is also important to track differences between platform reports and actual receipts.
How are marketplace and payment service commissions accounted for?
Marketplace commission accounting and payment system fees are recorded separately from revenue. This allows you to see real net income and avoid situations where there is turnover but profit is understated or unclear.
Do you need to use RRO/PRRO for an online store?
In most cases, yes. RRO PRRO for an online store are required for fiscalization of payments, especially for card payments and cash on delivery. This helps avoid fines and ensures compliance with STS requirements.
How to properly account for cash on delivery via Nova Poshta?
Nova Poshta cash on delivery accounting includes commissions, payout terms and returns. It is important to correctly separate revenue and delivery costs to ensure accurate financial results.
How are returns accounted for in an online store?
Online store return accounting is handled separately, including full and partial returns. This is important for accurate reflection of revenue, VAT and inventory balances.
How to organize inventory accounting in an online store?
Online store inventory accounting includes tracking stock balances, product movement, purchases and write-offs. This allows correct cost calculation and visibility of real business margins.
How is VAT handled in e-commerce in Ukraine?
VAT in e-commerce Ukraine takes into account the specifics of online sales – acquiring, marketplaces, returns and delivery. It is important to correctly reflect input tax credit and liabilities to avoid reporting errors.
How to avoid errors in tax reporting to the STS for an online store?
To ensure tax reporting for an online store to the STS is accurate, all data must be synchronized – bank, payments, marketplaces and inventory. A systematic accounting approach helps avoid fines and additional charges.
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