Amazon accounting software
Amazon accounting software that that syncs to QuickBooks & Xero
BeanHawk is the accounting software that connects your Amazon seller account to QuickBooks Online or Xero. Every settlement becomes one clean, summarized journal, sales, referral and FBA fees, refunds, reserves, marketplace facilitator tax, and the reimbursements Amazon owes you, each mapped to the right account and reconciled to the penny against your deposit.
Posts straight into your ledger
Amazon → QuickBooks Online & Xero
Pick your ledger. The integration is already built and mapped.
Why Amazon books break in a generic ledger
One deposit hides a dozen line items
Amazon pays in settlements that bundle sales, referral fees, FBA fees, refunds, reserves, and reimbursements into a single deposit. Booking that deposit as revenue overstates income and destroys your margin numbers.
Marketplace facilitator tax isn't your money
Amazon collects and remits sales tax in most states. Recorded as income, it inflates revenue and your tax bill, it has to bypass revenue into a liability account.
FBA inventory events need real entries
Lost, damaged, and reimbursed FBA inventory belong on the balance sheet. Generic connectors leave these to manual adjustments; BeanHawk posts them, and flags the reimbursements Amazon still owes you.
See it in BeanHawk
Every settlement becomes one clean journal
BeanHawk parses each marketplace payout line by line and posts a single summarized journal to QuickBooks or Xero — sales, fees, refunds, facilitator tax, and reimbursements mapped to the right accounts, balanced to the penny.
- ✓Debits equal credits or it won't post — no more deposits booked as revenue
- ✓Marketplace facilitator tax routed to a liability account, out of your income
- ✓The net deposit lands in a clearing account that matches your bank feed exactly
How the sync works
- 1
Connect Amazon
Secure, read-only authorization in about 60 seconds. Multiple accounts and marketplaces supported.
- 2
Connect QuickBooks or Xero
OAuth connection with professional default account mappings you, or your accountant, can adjust once and reuse.
- 3
Review the first journal
BeanHawk parses each payout line by line and builds one summarized journal that must balance to the penny, or it won't post.
- 4
Reconcile in one click
The net deposit lands in a clearing account that matches your bank feed exactly. Every payout, accounted for.
What's actually inside an Amazon settlement
A settlement is a closed date range, not a list of orders. Amazon opens a period, records every financial event that happens inside it, closes it, and wires the net figure to your bank a few days later. The events fall into groups: order revenue and the product charges attached to it, shipping and gift wrap charges, promotional rebates, refunds, referral and fulfillment fees, storage and long-term storage, advertising charges where they run through the settlement, service fees like subscriptions, and adjustments such as reimbursements and chargebacks.
The number that lands in your bank is the arithmetic result of all of that. It carries no meaning on its own. Two months with identical sales can produce very different deposits because one had a storage bill land inside the window and the other did not. That's why booking the deposit as revenue is not a rounding problem, it's a reporting problem: gross sales, fee load, and refund rate all disappear into one figure.
BeanHawk parses the settlement into its event groups and posts a single summarized journal per settlement. Sales credit revenue, each fee type debits its own expense account, refunds reverse revenue rather than adding an expense, and the net debit hits a clearing account that your bank deposit then clears. If the parsed lines don't sum to Amazon's own reported settlement total, the journal is refused rather than posted, because a journal that doesn't tie is worse than no journal.
FBA inventory events belong on the balance sheet
Amazon's warehouses lose units, damage units, dispose of units, and occasionally find units that were written off months ago. Every one of those is a balance sheet event before it's anything else. A unit lost inbound reduces inventory. A unit damaged in the fulfillment center reduces inventory. A removal order that comes back to your address moves inventory between locations without touching income at all.
Reimbursements make it more interesting because Amazon settles them two ways. Cash reimbursements show up in the settlement as an adjustment. Replacement-in-kind reimbursements never touch cash at all: Amazon simply puts a unit back in your available inventory, which means the only place it shows is the inventory ledger. Sellers who reconcile only on cash will never see the second kind, and sellers who treat all reimbursements as other income overstate revenue while leaving inventory too high.
BeanHawk records inventory events against inventory and cost of goods sold, records cash reimbursements as a recovery rather than as sales, and keeps the unit-level detail in a subledger so the general ledger stays summarized. The same event data drives the reimbursement audit, so claimable discrepancies get surfaced as money owed instead of quietly absorbed into shrinkage.
Marketplace facilitator tax, and the part that's still yours
In states with marketplace facilitator laws, Amazon calculates, collects, and remits sales tax on your marketplace orders. The money passes through your settlement in both directions: collected on the sale, then withheld and remitted by Amazon. Net to you, it's close to zero. Booked as revenue, it inflates your top line and can raise your income tax bill on money you never kept.
The correct treatment routes collected tax to a liability account and clears that liability when Amazon remits, so the account trends toward zero rather than accumulating. What's left is the part sellers actually have to think about: any state where the facilitator rules don't cover the transaction, tax on sales from your own website or other non-marketplace channels, and the filing obligations that can survive even when the marketplace does the remitting.
Rules differ by state and they change. BeanHawk keeps facilitator tax out of revenue and reconciles the collected and remitted sides against each other, but the registration and filing decisions belong to you and your tax advisor. Verify your obligations against current state guidance rather than assuming the marketplace covers everything.
Reserves and rolling holds, or why cash never matches sales
Amazon holds back part of your balance. Some of it is the account level reserve, some is tied to expected delivery dates so funds release after the customer receives the order, and some is a hold applied to newer accounts or after a performance issue. The practical effect is that a chunk of sales you made this month sits in an unavailable balance at month end.
Model it as an asset and the books behave. Amounts earned but not yet released are receivable from Amazon, not revenue you haven't made. When the reserve releases in the next settlement, it clears against that balance instead of showing up as a suspicious revenue spike. Sellers who skip this see revenue that swings with Amazon's payout timing rather than with their actual selling.
This matters most at period ends and during Q4, when volume rises and reserve balances rise with it. A clean reserve balance is also the fastest way to answer the question every seller asks in January: did sales really drop, or did Amazon just hold more of it?
COGS from landed cost, not the supplier invoice
The price on your supplier invoice isn't your cost. Landed cost adds inbound freight, duty and tariffs, customs brokerage, prep and labeling, and the inbound shipping to Amazon's fulfillment centers. Spread those across the units in the shipment and you get a per-unit cost that's often meaningfully above the invoice price, which is exactly the gap that makes a seller think a SKU is profitable when it isn't.
Cost of goods sold is then recognized when the unit sells, not when you pay the supplier and not when the container lands. Between those points the money sits in inventory on the balance sheet. Getting the timing right is what makes gross margin mean something month to month, and it's what an accountant will check first.
BeanHawk carries per-SKU landed cost from purchase orders through to the sale, values inventory on a consistent basis, and posts the COGS entry alongside the settlement journal. Because unit-level detail lives in the subledger, you can still answer margin questions by SKU without turning the general ledger into a transaction dump.
Getting set up
Connecting Amazon so the books actually reconcile
- 1
Authorize Seller Central through SP-API
Connect your seller account with read access to finances, orders, and inventory. Multi-region and multi-account sellers connect each one, so North America and Europe stay separate where they need to and consolidate where you want them to.
- 2
Choose QuickBooks Online or Xero and map the accounts
Map each Amazon event group to a real account: product sales, refunds as contra revenue, referral fees, FBA fulfillment, storage, advertising, service fees, reimbursement recoveries, and a sales tax liability for facilitator tax. BeanHawk proposes a mapping and you confirm it.
- 3
Create an Amazon clearing account
Add a bank-type clearing account in your ledger. Settlement journals post their net to it, the real deposit clears against it, and the balance sits at zero between settlements. Any residue is a signal something didn't tie, which is the point.
- 4
Backfill one closed settlement and reconcile it by hand
Import a settlement you've already reconciled some other way and compare the journal line by line against Seller Central. Doing this once, deliberately, is what tells you the mapping is right before months of history flow in.
- 5
Load opening inventory and per-SKU landed cost
Enter your opening unit counts and per-unit landed cost, including freight, duty, and prep, so COGS posts against real cost from day one. Purchase orders entered afterward keep landed cost current as new shipments arrive.
- 6
Turn on the sync and work the exception queue
New settlements post automatically once they close. Anything BeanHawk cannot map with confidence, such as an unfamiliar adjustment type, waits in a review queue for you to classify rather than being guessed at and posted.
Common questions
Does BeanHawk connect Amazon to QuickBooks?
Yes. BeanHawk connects your Amazon Seller Central account to QuickBooks Online and posts every settlement as a summarized journal that reconciles to your bank deposit. See the Amazon + QuickBooks integration for details.
Can I use QuickBooks or Xero for Amazon seller accounting?
You can, but only with a connector that translates Amazon settlements into proper journals. On their own, QuickBooks and Xero see one lump deposit. BeanHawk breaks that deposit into sales, fees, refunds, tax, and reimbursements so your books are accurate.
What makes accounting software for Amazon sellers different?
Amazon's settlement format, marketplace facilitator tax, FBA fee types, and inventory reimbursements don't map cleanly to a generic chart of accounts. Purpose-built Amazon accounting software handles all of that automatically instead of leaving it to spreadsheets.
How much does BeanHawk cost?
BeanHawk starts free with an FBA reimbursement audit, then flat pricing from $19/mo with every channel included, no per-marketplace fees. Compare it on the pricing page.
Get Amazon books syncing
Start with the free reimbursement audit, then flat all-channel pricing from $19/mo. No per-channel fees.