Frequently Asked Questions

How It Works

EcomBalance is built by eCommerce sellers and entrepreneurs, not bookkeepers (although we have a great bookkeeping team). Connor Gillivan and Nathan Hirsch sold over $25 million on Amazon before building and selling an eCommerce freelance marketplace, FreeUp. We have been in the space for 15+ years building strong bookkeeping processes in our businesses. Strong financials helped us scale and eventually exit FreeUp.

 

We are great at hiring bookkeepers and we bring an entrepreneurial mentality to bookkeeping. We speak to entrepreneurs and know what entrepreneurs (specifically sellers) want in a monthly bookkeeping service. We are also process junkies. Our focus is strong and efficient processes from pricing to integration to getting you financials you can actually understand and make decisions on. 

 

Other reasons:

 

  • We’re easy to work with, we’re process driven, and we’re reliable. We work hard so that bookkeeping isn’t a worry of yours and you have a system set up that you can trust and rely on for accurate books.
  • We have eCommerce expertise → all of our bookkeepers and accountants on staff specialize in eCommerce. We understand the nuances of the eCommerce industry and apply that expertise to all of our customer’s businesses. 
  • We take the time to understand your business and be a part of your team. With each customer, we dive into the details so we know exactly how to handle all of the different transactions that come through in your bookkeeping. With us, you’ll have a partner as opposed to just an outsourced service. 
  • We provide top level support and your own dedicated bookkeeping team → You’ll always receive fast responses, accurate information and resources to help you. Plus, you’ll always have a dedicated team that you can get to know and work with for the long run.

During your free month, we’ll complete the bookkeeping for the previous month so you can see the quality of reporting and communication that you’ll receive each month. By the end of the free month, you’ll have a full set of monthly reports and you’ll be able to decide if working with us is the right move for your business.


If your business requires Catch Up or Clean Up work, the first month free will be applied to your first month of bookkeeping once your Catch Up and Clean Up work is completed. We’ll make this clear upfront when we provide you with your custom pricing quote.

Our monthly bookkeeping service is simple and straightforward. We charge you on the 1st and you get your books by the 15th each month. Income statement, balance sheet and cash flow statement. 

 

We do not currently offer end of year taxes, but we will communicate directly with your CPA or tax advisor. 

 

At this time, we do not offer add on services like AR, AP or sales tax.

Our goal is to complete your books by the 15th each month as long as there is not a bank or processor that delays getting us information. We need to be able to get all statements and information from your banks or from you before the 5th of each month to make this happen.

 

If you are not in a rush, we also offer a discount to get your books by the 20th each month instead of the 15th.

Of course. We offer a fixed price for Set up, Catch up and Clean up as well as a timeframe in all of our pricing quotes.

You will have a dedicated bookkeeper as well as a team around them to make sure your books get done each month. We do our very best to not change bookkeepers on our clients although sometimes things happen like promotions, time off, etc. If we change bookkeepers on you, we will make sure there is a smooth transition.

  1. Keep business and personal expenses separate. We don’t work with clients that continue to intermingle personal and business.
  2. Fill out our pricing form and send us access to your current books
  3. Get a quote, add a payment method and get us the access we need and get started

Of course. We pride ourselves on great customer service. We offer email and text support during normal business hours. You can always expect responses within 1 business day. Just please note we are a monthly bookkeeping service and the expectation should be that we do everything on a monthly basis. We can’t always honor instant requests or changes.

 

We also don’t offer scheduled monthly calls. If we did this, we would need to hire more bookkeepers and raise our prices. We do a kickoff call with all our clients and then schedule calls if needed for certain situations. 

EcomBalance caters to eCommerce companies generating sales over $200,000 per year and up to $30 million in sales per year. We work with all different Ecommerce platforms like Shopify, Amazon, Ebay, Etsy, Walmart, BigCommerce, and WooCommerce.

 

We also have a sister brand, AccountsBalance.com, that services other online businesses such as digital agencies, SAAS companies, coaches and consultants, freelancers, course creators, and other service based businesses.

Bookkeeping is bookkeeping and we have many non-US clients that use our bookkeeping service. We follow GAAP and work out of QBO or Xero.  You are required to have your own local tax professional to answer your questions. We are also not responsible for any local bookkeeping laws that are not relevant in the US. In certain cases, we won’t be able to work on your books. For example, if your bank does not give us bank statements in English.

Pricing

We custom price each client after they complete our quick pricing process. EcomBalance offers fixed monthly prices based on the complexity of your business, monthly transaction size, and number of accounts. 

 

EcomBalance pricing quotes have two parts: (1) A one-time fixed price for any Set Up, Clean Up, or Catch Up work (2) A fixed monthly price charged on the 1st of each month.

EcomBalance does our best to price clients accurately upfront. However, it is on the client to make sure they disclose everything about their business upfront including all accounts. We reserve the right to increase your price after integration if accounts/marketplaces for the business were not disclosed to us. Outside of that, we do our best to not increase your price unless your business significantly changes/grows or if you add new marketplaces. If it does, we will reach out with a new fair pricing proposal. EcomBalance does reserve the right to increase its fees overtime to allow us to give raises to our team and account for other cost increases.

EcomBalance is a monthly bookkeeping service that you can cancel with at least 30 days notice. Please note if we have already started any work for the current month you paid for, we will not be able to refund that month. We do offer a 10% discount if you pay for a year upfront. If you do this, you are locked in for 1 year. 

 

We ask for 30 days notice to cancel because:

a) Our bookkeepers plan their time in advance so getting last minute cancellations hurts our business 

b) The software we use is already paid for by the time the 1st comes around so we would lose money if clients could cancel with no notice.

EcomBalance pricing quotes have two parts: (1) A one-time fixed price for any Set Up, Clean Up, or Catch Up work (2) A fixed monthly price charged on the 1st of each month.

eCommerce

Ecommerce companies selling on Amazon, Shopify, Ebay, Etsy, Walmart, and other eCommerce platforms tend to face difficulties that other small business owners don’t. This includes, but is not limited to: COGS, Amazon fees, marketplace fees, inventory, sales tax, and other eCommerce related expenses.


We use a tool called Link My Books to accurately get this information from your marketplaces. This tool is included in your pricing when working with us. Ecommerce companies tend to sell on multiple marketplaces and platforms as well which makes it more difficult to keep track of all of the transactions that occur on a monthly basis.

Because of all of these reasons, it’s important to have a bookkeeper and accountant that understands the complexities of eCommerce companies.

Our customers sell across many different eCommerce platforms and marketplaces online: Shopify, Amazon, Walmart, WooCommerce, Magento, BigCommerce, Etsy, eBay, among others.

We do not handle inventory or provide an inventory management service. EcomBalance will make inventory updates in your financial statements every month, quarter, or biyearly as the information is provided to us. Clients should consult with their CPA or tax professional on the best way to manage and handle inventory for their eCommerce business.

Yes, we do this using Link My Books for all of our eCommerce cleints.

Taxes

EcomBalance is a monthly bookkeeping service. We do not offer tax advice, end of year tax services, or sales tax. You need to have your own CPA or tax professional. We are happy to recommend ones we use. We will communicate directly with your CPA.


For Sales Tax, there are companies and tools that specialize in this that you should consider using and we can make personal recommendations to sales tax services companies that we’ve worked with in the past.

The majority of our customers use Quickbooks Online. We also have experience using Xero with our customers. If you have a preference between the two, please let us know. If you’re not sure, we prefer to use Quickbooks Online. 

Yes, absolutely. We’re all about strong communication at EcomBalance. If you decide to use one of our trusted Accountants or are using your own, we’ll introduce ourselves to them and communicate as much as is needed to make sure that they have the documents they need to complete your taxes. An accountant can be a large or minimal expense depending on how you work with them. With our clean and organized bookkeeping, they’ll be able to optimize their time and keep your bills reasonable.

Bookkeeping & Accounting

For eCommerce businesses, sales and COGS are reported on an accrual basis. Link My Books (the tool we use to connect with eCommerce marketplaces and processors) imports all sales and COGS data under accrual basis accounting.

 

We don’t offer a service to accrue expenses and other accounts since that would cost significantly more time and money (and is unnecessary for most businesses).

 

If you are not an eCommerce business, our sister company AccountsBalance does bookkeeping on a cash basis.

We do not offer Profit First bookkeeping services at this time. While it may be a specialty that we offer in the future, it is not a method that we focus on currently.

Accurate bookkeeping gives you the power as a business owner to make smart decisions and grow your business faster. Without accurate bookkeeping, how do you know how much you’re making, spending, and profiting each month? That can lead to anxiety, over exorbitant spending, and detriment for your business.

 

There are other benefits like on time taxes each year, ability to get investments or funding or even to sell your business. But the main reason is the ability to make good decisions each month.

We put everything under the Accounting Category. Accounting has three parts: Bookkeeping, Tax, and CFO services. 

 

Bookkeeping is an essential part of running a successful business. Bookkeeping is the monthly reporting of income statement, balance sheet and cash flow statements. Bookkeeping gives you a glimpse into the performance of your business so that you can make smart, data driven decisions. 

 

Taxes usually require a CPA and include: end of year taxes, sales tax work, and tax planning.

 

CFO services is for larger businesses and focuses on forecasting and decision making based off your the financials that your bookkeeper provides each month. 

 

We only offer monthly bookkeeping, but will work directly with your CPA and/or CFO. If you do not have a CPA or CFO yet and would like to hire one, let us know and we’ll make a personal recommendation to ones we’ve worked with in the past.

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