Free editable template
Start with a practical account list for online sales, marketplace settlements, fees, refunds, and operating costs. Download the CSV, then adapt the names and account types with your bookkeeper.
This is an editable starter file. It is not a direct import file for QuickBooks, Xero, or another accounting product.
Account types and available detail types differ by accounting system. Confirm each account’s classification in your system before using it. QuickBooks explains account and detail types; Xero explains chart of account types.
| Code | Account | Suggested type | Purpose |
|---|---|---|---|
| 1000 | Operating bank account | Current asset | Tracks cash held in the business bank account |
| 1100 | Marketplace clearing | Current asset | Tracks amounts due from a marketplace or payment processor before payout |
| 1200 | Accounts receivable | Current asset | Tracks customer balances due when sales are invoiced outside the marketplace |
| 1300 | Inventory | Current asset | Tracks goods held for sale when inventory accounting applies |
| 2000 | Accounts payable | Current liability | Tracks amounts owed to suppliers |
| 2100 | Sales tax payable | Current liability | Use only for sales tax the business collects and must remit; exclude tax a marketplace collects and remits |
| 3000 | Owner equity | Equity | Tracks owner contributions and withdrawals according to the entity setup |
| 4000 | Product sales | Income | Tracks gross sales before refunds and discounts |
| 4050 | Shipping income | Income | Tracks shipping charged to customers |
| 4100 | Sales discounts | Contra revenue | Tracks discounts that reduce gross sales |
| 4150 | Sales returns and refunds | Contra revenue | Tracks refunds that reduce gross sales |
| 5000 | Cost of goods sold | Cost of goods sold | Tracks product cost recognized when inventory is sold, when inventory accounting applies |
| 6000 | Marketplace and payment fees | Expense | Tracks marketplace referral and payment processing fees |
| 6100 | Shipping and fulfillment expense | Expense | Tracks postage, fulfillment, and delivery costs paid by the business |
| 6200 | Advertising and marketing | Expense | Tracks paid advertising and marketing costs |
| 6300 | Software and subscriptions | Expense | Tracks business software costs |
| 6400 | Office and operating expenses | Expense | Tracks ordinary operating costs not assigned to a more specific account |
Codes are examples. Use your existing numbering convention or remove codes if your accounting system does not use them.
Assume one simplified settlement has $100 in product sales, $10 in refunds, and $5 in fees. The marketplace pays $85 to the bank. The entries below balance and leave the clearing account at zero after the payout.
| Step | Debit | Credit |
|---|---|---|
| Record the simplified marketplace settlement | Marketplace clearing $85; Marketplace and payment fees $5; Sales returns and refunds $10 | Product sales $100 |
| Record the payout received in the bank | Operating bank account $85 | Marketplace clearing $85 |
This example excludes sales tax, shipping, chargebacks, reserves, timing differences, and inventory/COGS entries. Real settlement reports may require more lines. Match the accounting period and detail to the source reports.
Record gross sales, refunds, and fees against a marketplace clearing asset. When the payout reaches the bank, reduce clearing by the deposit amount. Review the account so each settlement is matched and unexplained balances are investigated.
Use a sales tax liability account only when your business collects tax and must remit it. If a marketplace collects and remits tax for an order, do not record that amount as tax payable by your business. Confirm treatment for your marketplace, locations, and tax setup with a qualified tax professional.
An inventory asset and cost of goods sold account may be appropriate when you track inventory. The timing and method depend on your accounting policy and applicable rules. Ask your accountant to set these up; the payout example above does not include inventory entries.
Use contra-revenue accounts for discounts and refunds if that matches your reporting policy. Track marketplace and payment fees, shipping, advertising, software, and overhead as expenses so reports show the main cost drivers.
Use this list as a starting point, then tailor it to the channels and accounting workflow you use.
This template is general educational information. It is not accounting, tax, or legal advice. It is not universal and may need changes for your business, location, reporting basis, or accounting system.