If your Shopify or Amazon payout doesn’t match the bank in QuickBooks Online or Xero, every decision you make is built on sand. Fees, refunds, reserves, FX and timing differences distort cash—so your margin, ad ceilings and inventory buys become guesswork. For e‑commerce founders in Vancouver, Burnaby, Surrey and Richmond, the fastest path to truth is a clean settlement workflow: Shopify/Amazon → A2X → QBO/Xero → Bank. When deposits equal bank with $0 variance before you close, your numbers stop arguing with each other.
At Transcounts we standardize this workflow on day one. We only support QuickBooks Online and Xero, we require A2X for e‑commerce, and we operate a Day‑5 ⇒ Day‑15 cadence with <24‑hour replies. Practically, that means if your inputs land by Day‑5, you get a decisions‑ready Close Pack on the 15th. Our Metro Vancouver clients like it because it’s predictable—and because the math finally lines up.
The Playbook
Here’s the playbook we implement for Shopify and Amazon FBA sellers across the Lower Mainland:
1) Map reality, not hope. Split platform fees (Shopify/Amazon) from PSP fees (Stripe/PayPal). Route refunds and chargebacks to contra accounts so revenue isn’t inflated, and track reserves on the balance sheet so releases hit cleanly. Taxes belong in liability accounts, not revenue. Those four moves eliminate most suspense lines and clear the path to a $0‑variance bank tie‑out.
2) Pick one FX source. Double‑converting (in the processor and again in the GL) creates noisy gains/losses that drown out margin. A2X posts the settlement; your GL respects that choice; the bank reconciliation confirms it. One FX source, one version of truth.
3) Validate before you close. We perform a monthly screenshot proof—GL deposit = bank, to the cent—before the 15th. That single visual helps teams trust the Close Pack, price confidently, and brief agencies without “we’re not sure” hedging.
If you’re selling from Vancouver to the US, we also document GST/HST recovery opportunities in your pack; filings happen when engaged, once the workflow is clean. That keeps you compliant and cash‑smart without mixing compliance steps into bookkeeping,whether you’re based in Vancouver, Burnaby, Surrey, Richmond, Coquitlam or Langley.
If you’re done guessing at margin, start with a 20‑minute Free E‑commerce Diagnostic. We’ll inspect your A2X mappings, show you where variance creeps in, and outline the exact steps to a Day‑15 close.
