Orders in your accounting system without rekeying them

Manual entry of ecommerce transactions is one of those tasks that is nobody’s job and everybody’s problem. It survives because each individual step is small, and it costs a fortune in aggregate — not in the typing, but in the reconciliation afterwards when two people entered the same week.

Qwikr connects to Xero, QuickBooks, Sage and FreeAgent, and the point of the connection is not the export. It is that the transaction has one origin.

One source, so nothing is entered twice

Because every channel’s orders land in Qwikr first, they reach your accounts from a single place, with a single identity. An Amazon order, an eBay order and a website order are not three imports from three tools that each format things differently — they are three orders in one system, going one way.

That is the part that removes the duplicate entries, and duplicates are the expensive failure. A missing transaction gets noticed; a duplicated one quietly overstates your revenue until somebody reconciles a bank account and cannot work out why.

Marketplace payouts are the hard part

A marketplace does not pay you per order. It pays you a lump sum on a schedule, and inside that lump sum are hundreds of orders, their referral fees, their shipping costs, their refunds and occasionally an adjustment nobody can explain.

Posting that deposit as a single line of income is the usual shortcut, and it is wrong in two ways: your revenue is understated by exactly the fees, and your costs are understated by the same amount. The numbers happen to net out, which is why it survives so long before an accountant finds it.

Payouts are held against the orders that make them up, so the deposit in your bank can be traced to the transactions inside it rather than treated as a mystery.

Refunds are transactions too

A refund is not a negative sale, and treating it as one loses information you want: which channel, which product, which reason. Returns concentrated in one product are a product problem; returns concentrated in one channel are a listing problem. Both are invisible if refunds are just a smaller revenue number.

What you should still expect to do

• Set up your chart of accounts properly. Software cannot know which nominal code you want marketplace fees in.
• Reconcile. The sync gets the transactions there accurately; agreeing them to the bank is still a human confirming that reality matches the record.
• Talk to your accountant about marketplace VAT. Some channels collect and remit it themselves, and that is a liability question rather than a data one.

Being able to leave

Products, orders and customers export on every plan, including the trial, with credentials and secrets stripped from the output. An export you cannot run is a lock-in you have not noticed yet — and a platform that is confident in its own product does not need the door jammed shut.