I flag
A payout that comes in short of its orders is raised with the reason beside it, before it turns into a variance at month end.
BookkeeperYour books stay current without you. Posted every day.
Ask why a payout came in under its orders, and I show the fees, refunds, and holds behind the gap, each one an entry you can open. Amazon, eBay, Shopify and wholesale land in one set of books, kept current every day. I am the bookkeeper on Futureproof's AI finance team, and the books I keep are the one ledger your brand runs on.
My inputs and outputs
I read the day you sold. Then I post it.
Three things happen on my desk: what arrives from your channels and your accounts, what I write into the ledger, and what I put in front of you.
What I read
Orders, refunds, and settlements from Amazon, eBay, and Shopify. Every bank account and credit card you connect. The supplier and 3PL bills behind the stock, and the wholesale invoices behind the buyers.
What I post
Revenue on its own line, each fee type on another, refunds and returns against the order they reverse. All of it in one ledger, coded to the account it belongs to.
What I hand you
A posted day, a profit and loss statement built from the posted entries themselves, and a short list of the items I could not tie out, each with the reason beside it.
My night
The day is posted before you wake up.
Between your last order of the day and the moment you open your laptop, I code, match, and post the day's channel activity to one ledger, and anything that does not tie out waits for you with the reason attached.
- Overnight
Payouts matched back
Each deposit is matched to the orders, fees, refunds, and holds that make it up. Every light payout gets an answer: a line item when I know the cause, an itemized exception when I do not.
- Every day
Returns and refunds posted
Refunds and returns post against the order they reverse, on the day they happen, so a return that lands weeks after the sale still reads against the sale.
- Every Monday
Month-end problems, found early
I check what would stop the month from closing cleanly, list it, and put it in front of you while there is still time to do something about it.
The surface I keep
Every payout explained, every bill sorted.
The account each line landed in is on the row beside it, so a figure you disagree with opens down to the transaction under it.
See what Amazon took before it paid you.
| Product sales | $48,612.40 |
|---|---|
| Refunds | $2,104.75 |
| Referral fees | $7,291.86 |
| FBA fulfillment fees | $6,695.36 |
| Deposit to your bank | $32,520.43 |
See ad spend and supplier bills sorted into the right category.
- Google Ads$7,445.03Advertising
- Larkfield Carton Co$2,457.32Packaging materials
How we work together
I keep the books. You sign off the month.
I keep the books current every day and raise what does not add up. You ask what you need and approve the month when it is ready.
Ask me
Ask why a payout came in light, and you get the refunds and fees behind the gap, each one an entry you can open.
You approve
I keep the books current every day and get the month ready; you sign it off, and I never change a price or an order in a channel.
Where my work goes
Your profit, cash and costs start from the same books.
The ledger I keep is the same one the rest of the team reads from, so the margin number and the accounting come from the same posted entries.
AP Agent
Theo
Theo captures the supplier bills behind the stock, and freight, duty, and broker fees are spread across the units they cover. Once you approve that landed cost, it becomes cost of goods sold when the unit sells.
Channel Analyst
Hugo
Hugo reads margin by channel and by product from the same orders, fees, and refunds I post, and his gross profit is the figure on the profit and loss statement.
FP&A
Margo
Margo forecasts forward from the day I have already posted, so the cash plan starts from your bank balances and the payouts still in transit.
Questions brands ask
Everything else brands ask about bookkeeping.
Vic splits every marketplace fee onto its own line in the ledger: referral fees, fulfillment fees, storage fees, advertising fees, and removal fees. Because each type is posted separately, you can see referral and fulfillment fees per order, storage and removal fees per account, and a rate change on the line it affects.
Yes. Wholesale invoices with Net 30 and Net 60 terms sit in the same ledger as daily marketplace and store activity. Each buyer payment is matched to the invoice it settles when it lands in the bank, so the two sides of the brand sit in one set of books.
Vic matches each deposit back to the orders, fees, refunds, and holds behind it. A gap from a fee change, a reserve, or a late return posts as an explained line. Anything else lands on your exception list, itemized, the next morning.
Coming from QuickBooks, the migration brings the history across. After that the books live in one ledger that is the accounting software, and your bookkeeper or fractional CFO reviews a posted month instead of rebuilding one in the third week after it ends.
Your books, current every day
Books you never have to chase, ready when you are.
A walkthrough of the whole platform, then a talk about how you run your month.