How do I manage bookkeeping for my online store transactions?

[sohan]

Hey,

I am very close to getting my first store up and running but one thing that's been on my mind and I haven't been able to find a good answer to yet. Is regarding bookkeeping, in my country there is a lot of laws concerning it, and when times come to start recording all of my transactions I want to do it right from the start (obviously). So for example when I sell something on my website my company bank account holds the transactions and you can clearly see them and record them. But the only issue is that I still need some sort of invoice/receipt/verification for that particular transaction for it to be approved in the bookkeping, if that makes sense. Like every transaction from my account needs a corresponding "verification" of sorts before I can actually record that transaction. So the only thing I'm wondering is if I receive that from the purchases that's been made through Shopify somehow?

[Elias]

Hey, @sohan.

Thank you for reaching out and posting this question!

I understand that you have some concerns about bookkeeping for your store, and I'd be happy to help with that. We also offer a guide on bookkeeping, that's right over here: Bookkeeping 101: How to Keep Records for Your Small Business. 

If you're looking for some sort of verification to show approved transactions, then you can view the payment events from the timeline within each of your orders. The payment events will display the gateway information, such as the verification tokens, which are unique for each transaction. 

Alternatively, you can consider using a third-party program, like QuickBooks, FreshBooks, or Wave, for bookkeeping as well. For example, if you're using QuickBooks, then you can use one of their apps on Shopify, such as QuickBooks Connector or QuickBooks Online + Commerce, to sync with the QuickBooks program. Wave also has an integrated app on Shopify, called Sync to Wave. For all other bookkeeping programs, you may be able to find third-party integrations, like FreshBooks Link By CarryTheOne. 

Do you have a bookkeeping program in mind? If so, which bookkeeping program are you looking to work with? 

[sohan]

Hey,

To clarify since I might have been very unclear in my earlier post. What I need from every purchase "sale"  on my store is some sort of receipt/invoice, a verification to use as a referance when I'm booking that specific transaction. It works as a foundation for everything I will do when I'm accounting.

Also I am using an accounting program called Visma. Visma eEkonomi, think it's Visma eAccounting in english, to be specific.

Thanks for the quick reply!

[sohan]

I checked in the accounting program. So the "verifications" is called journal entries in there.

[sohan]

Hey,

To clarify since I might have been very unclear in my earlier post. What I need from every purchase "sale"  on my store is some sort of receipt/invoice, a verification to use as a referance when I'm booking that specific transaction. It works as a foundation for everything I will do when I'm accounting.

Also I am using an accounting program called Visma. Visma eEkonomi, think it's Visma eAccounting in english, to be specific.

Thanks for the quick reply!

[Elias]

Hey, @sohan.

Thank you for following up and clarifying!

If you need some sort of receipt or invoice for bookkeeping, then you can consider printing the orders or the packing slips from your admin. Alternatively, you can consider using an app, like Order Printer (free), to print invoices and packing slips as well. While the invoices and packing slips from Order Printer are designed for the customers, you can absolutely use them for bookkeeping. 

I was able to find a third-party app, called Visma eAccounting, which can sync with the Visma program you're using. However, it's worth noting that this app is made by a third-party developer and not Visma themselves. That being said, they do offer a 30-day free trial so feel free to give the app a try and see if it can help you with the bookkeeping. If you need any assistance with this app, then the app developer is always available to assist you - you can reach out to them directly through the contact information found in the Support section of their app's page. 

I'd love to know if the Visma eAccounting app can be a solution for your bookkeeping requirements. Let me know!

[sohan]

I just need the same invoice/receipt of the purchase that my costumers will get and since I'm using an app I need it in digital format. But to my knowledge some sort of detailed invoice is created from every purchase.

[sohan]

Is it possible to get the detailed information of every purchase in a different currency than what I'm selling in? Because the invoice/recepit needs to contain certain information like date, amount, tax (VAT) and the right currency.

[Elias]

Hey, @sohan.

Thanks for the additional context!

To clarify, when a customer places an order through the checkout, they will be taken to the order status page and they will also receive an order confirmation email. While the order confirmation email is only available to the customers, you can view and print the same order status page for your bookkeeping. Or, as previously mentioned, you can also print or export the orders from the admin.

Here's an example of the order status page for a completed order: 

As for the currency, the invoice will display the currency that you've set for your store. That being said, if you need VAT-compliant invoices, then I'd recommend taking a look at Sufio: Professional Invoices. Sufio is similar to Order Printer, where you can print invoices and packing slips to put into the package for the customers. 

So that you can take a look at printing or exporting orders, did you get a chance to place a test order on your store?