QBO Cleanup + Ecommerce Controller (Amazon, Shopify, TikTok Shop, Inventory Systems + 3PL Needed)

We are a growing start-up ecommerce consumer products company seeking an experienced Controller, Senior Accountant, CPA, or ecommerce-focused accounting professional to help us establish a scalable financial and operational foundation. This engagement begins with a comprehensive review, cleanup, and reconciliation of our QuickBooks Online file to ensure our books are accurate, properly categorized, tax-ready, and structured for future growth. However, this is more than a bookkeeping cleanup. We are also looking for someone who can advise on the accounting, inventory, fulfillment, and financial infrastructure required to support a growing multichannel ecommerce business. Our current ecommerce pillars are Shopify and Amazon, with QuickBooks Online Invoicing used for B2B and wholesale transactions. We are also preparing to introduce TikTok Shop and evaluate Amazon FBA and third-party logistics providers. Marketing, advertising, promotional campaigns, creator management, and marketplace growth strategies for Amazon and TikTok Shop will be managed by separate third-party specialists. This role will not be responsible for managing those activities. However, the selected professional should be able to assess those strategies through a broader financial and operational lens so that decisions made by external partners align with our accounting structure, inventory capabilities, fulfillment model, cash flow, profitability, and reporting requirements. Our objective is to create scalable systems that provide accurate financial reporting, reliable inventory visibility, and meaningful insight into margins and channel performance. This engagement may become an ongoing advisory relationship for the right candidate. Current and Historical Platforms Current Platforms * Shopify * Amazon Seller Central * QuickBooks Online * QuickBooks Online Invoicing * Business banking and credit card feeds Historical Platforms Requiring Reconciliation * WooCommerce * Stripe, previously used to process WooCommerce payments * Square, previously used for invoices, payments, and other transactions Planned or Potential Future Platforms * TikTok Shop * Amazon FBA * Third-party logistics provider * Centralized inventory management system Scope of Work QuickBooks Online Cleanup and Tax-Ready Accounting Our QuickBooks Online file has been maintained throughout 2026, and most transactions have already been categorized. This is not a bookkeeping-from-scratch engagement. We need an experienced professional to review the existing books, identify errors or inconsistencies, correct improper classifications, and ensure the financial records are accurate and suitable for tax preparation. Responsibilities include: * Review QuickBooks Online from January 2026 through the current period * Reconcile all bank and credit card accounts * Review transactions that have already been categorized * Identify incorrect, inconsistent, duplicate, or missing entries * Correct improper classifications of income, expenses, assets, liabilities, equity, inventory, and Cost of Goods Sold * Review opening balances, clearing accounts, and Undeposited Funds * Confirm that deposits and payouts match the underlying platform activity * Review sales tax liability accounts * Confirm that the Profit and Loss Statement and Balance Sheet accurately reflect the business * Prepare the books for efficient and accurate tax filing We are also looking for guidance on lawful and tax-efficient categorization practices. We are not seeking aggressive or unsupported tax positions. We want to ensure that legitimate business deductions, exemptions, resale transactions, inventory costs, and other tax-relevant items are captured, documented, and categorized correctly. Historical Platform Reconciliation Before migrating to Shopify, portions of our ecommerce activity were processed through WooCommerce and Stripe. Square was also previously used for invoices, payments, and transaction processing. We need assistance validating that this historical activity was completely and accurately recorded in QuickBooks. The review may include: * WooCommerce sales reports * Stripe transaction and payout reports * Square invoices * Square payment records * Square processing fees * Historical Amazon settlements * Historical bank deposits * Merchant processing statements * Existing QuickBooks entries * Prior ecommerce exports * Sales tax reports The goal is to determine whether: * All historical revenue was recorded * Refunds and returns were recorded correctly * Merchant processing fees were captured * Deposits were matched properly * Transactions were duplicated through bank feeds or integrations * Historical data was omitted during the transition to Shopify * Income and expenses were reported in the correct accounting periods Current Ecommerce Accounting Review Review the accounting setup and workflows for: * Shopify * Amazon Seller Central * QuickBooks Online * QuickBooks Online Invoicing * Banking and credit card feeds We need confirmation that the following activity is being recorded accurately: * Gross sales * Discounts * Refunds * Product returns * Chargebacks * Sales tax * Shipping income * Marketplace fees * Merchant processing fees * Amazon settlements * Shopify payouts * QuickBooks invoice payments * Marketplace facilitator transactions * Timing differences between customer transactions, platform payouts, and bank deposits The selected professional should identify whether transactions are being duplicated through both platform integrations and bank feeds and recommend the appropriate use of clearing accounts, summarized journal entries, direct integrations, or connector applications. Long-Term Accounting Architecture We are looking for recommendations on how our accounting systems should be structured as the business grows. This should include guidance on: * Which systems should serve as the source of truth for accounting * Which systems should serve as the source of truth for inventory * How Amazon, Shopify, TikTok Shop, QuickBooks, and future fulfillment providers should exchange data * Whether ecommerce activity should be recorded at the transaction level or through summarized entries * Which integrations or connector tools are most appropriate * How to avoid duplicate revenue, fees, inventory reductions, and deposits * How to maintain reliable financial reporting as transaction volume increases * How third-party marketplace and marketing partners should provide financial and operational data Inventory Management System Selection and Implementation One of the primary objectives of this engagement is implementing an inventory management strategy that can scale with our business. We currently do not have a centralized inventory management system. We need guidance selecting and implementing a platform capable of synchronizing inventory across: * Shopify * Amazon * TikTok Shop, once introduced * QuickBooks Online * B2B and wholesale invoicing * Internal inventory * Future Amazon FBA inventory * Future third-party logistics inventory The selected candidate should have direct experience evaluating or implementing inventory management systems for multichannel ecommerce businesses. The scope should include: * Inventory synchronization * Inventory valuation * Purchase order workflows * Units ordered, received, sold, returned, damaged, sampled, or written off * Reorder points * Par levels * Safety stock * Lead times * Inventory forecasting * Low-stock alerts * Bundle and kit management * Inventory transfers between channels or locations * Physical inventory counts * Inventory adjustments * Slow-moving and obsolete inventory * Landed-cost tracking * Cost of Goods Sold * Inventory reporting * Integration with accounting and fulfillment systems We would like assistance comparing appropriate inventory platforms, identifying implementation requirements, and developing a practical rollout plan. Amazon and TikTok Shop Financial and Operational Alignment Amazon and TikTok Shop advertising, promotional campaigns, creator management, and marketplace growth activities will be handled by external third-party specialists. This role will not be responsible for: * Managing advertising campaigns * Creating promotional strategies * Managing affiliates or creators * Optimizing marketplace listings * Managing marketplace content * Running Amazon PPC * Running TikTok Shop campaigns However, the selected professional should be able to evaluate the financial and operational implications of strategies proposed by these third parties. This may include reviewing: * Discount structures * Promotional costs * Affiliate commissions * Creator reimbursements * Product seeding costs * Marketplace fees * Fulfillment costs * Return rates * Gross margins * Contribution margins * Cash flow requirements * Inventory requirements * Inventory availability * Reorder timing * Accounting treatment * Reporting requirements The goal is to ensure that marketplace strategies are financially sustainable, properly recorded, and aligned with our inventory and fulfillment capabilities. Shopify Best-Practice Guidance We would value broader guidance regarding Shopify and related ecommerce systems from a full-scope financial and operational perspective. This does not mean managing day-to-day marketing or advertising. Instead, we are looking for someone who can advise on decisions such as: * Appropriate discount and promotion structures * Financial implications of subscriptions or recurring orders * Gift card accounting * Returns and refund workflows * Shipping income and shipping expense treatment * Payment gateway selection * Shopify application costs * Bundle and kit structures * Inventory synchronization * Tax settings * Sales reporting * Customer deposit treatment * Chargebacks * Payout reconciliation * Integration with third-party applications * Data required from marketing and ecommerce agencies The selected professional should be able to review recommendations made by outside agencies and help ensure they align with accounting, inventory, margin, and operational best practices. Amazon FBA and Third-Party Logistics We currently fulfill orders internally but are evaluating Amazon FBA and third-party logistics providers as the business scales. Experience with FBA and 3PL financial structures is highly desirable. We need guidance regarding: * Amazon FBA accounting * FBA fulfillment fees * FBA storage fees * Aged inventory fees * Inbound placement and transportation costs * Inventory sent to Amazon * Amazon inventory adjustments * Lost or damaged inventory * Amazon reimbursements * Reserve balances * Removal and disposal fees * Third-party logistics pricing structures * Receiving fees * Storage fees * Pick-and-pack fees * Packaging and assembly fees * Kitting fees * Returns processing * Account management fees * Minimum monthly charges * Freight to fulfillment locations * Inventory ownership and reporting * Reconciliation between the 3PL, inventory system, ecommerce platforms, and QuickBooks We would also like assistance determining: * When FBA becomes financially advantageous * When a 3PL becomes financially advantageous * Whether a hybrid fulfillment structure would be appropriate * How fulfillment fees should be categorized * How fulfillment costs affect product and channel margins * How inventory should be tracked across internal, FBA, and 3PL locations * How third-party assembly or kitting costs should be reflected in inventory and Cost of Goods Sold Inventory and Cost of Goods Sold Provide guidance on the proper accounting treatment of: * Finished goods purchased for resale * Product manufacturing costs * Packaging * Labels * International freight * Customs duties * Tariffs * Customs broker fees * Import fees * Port and terminal charges * Cargo insurance * Domestic freight from the supplier or port * Warehousing * Product assembly * Kitting * Inventory inspection * Inventory storage * Inventory write-offs * Damaged or defective products * Samples * Promotional products * Testing inventory * Returned inventory * Obsolete inventory We need clear recommendations regarding which costs should be capitalized into inventory, included in landed cost, recognized within Cost of Goods Sold, or treated as operating expenses. Chart of Accounts and Financial Structure Review and recommend improvements to our: * Chart of Accounts * Revenue account structure * Sales channel reporting * Ecommerce clearing accounts * Merchant processing fee accounts * Marketplace fee accounts * Refund and return accounts * Inventory Asset accounts * Cost of Goods Sold accounts * Freight and landed-cost accounts * Fulfillment expense accounts * Advertising and promotional expense accounts * Affiliate commission accounts * Operating expense accounts * Fixed asset accounts * Accumulated depreciation accounts * Sales tax liability accounts * Equity accounts * Profit and Loss reporting * Balance Sheet reporting We would like the Chart of Accounts to provide useful reporting without becoming unnecessarily complex. Expense Categorization and Tax Treatment We need an itemized categorization guide covering common expenses and explaining: * The recommended QuickBooks account * Whether the item belongs on the Profit and Loss Statement or Balance Sheet * Whether it should be capitalized, expensed, or included in inventory * The documentation that should be retained * Any tax-related considerations or exemptions that may apply Categories may include: * Inventory purchases * Manufacturing * Packaging and labels * International freight * Customs duties and import fees * Shipping supplies * Outbound customer shipping * Amazon fees * Shopify fees * Payment processing fees * Fulfillment fees * Warehousing * Product assembly * Advertising * Affiliate commissions * Creator reimbursements * Product samples * Product photography * Product development * Software subscriptions * Professional services * Business insurance * Office expenses * Travel * Business meals * Trade shows * Equipment * Repairs and maintenance Fixed Assets and Depreciation Provide guidance on properly recording business equipment and other capital assets. The review should include: * Capitalization thresholds * Fixed asset categories * Equipment purchases * Computers and office equipment * Warehouse and operational equipment * Depreciation schedules * Assets placed in service * Assets sold, damaged, retired, or disposed of * Accumulated depreciation * When an item should be expensed versus capitalized Sales Tax and Tax-Ready Accounting Although this is not necessarily a tax-preparation engagement, we need someone who understands tax-ready bookkeeping and can establish accurate and defensible accounting procedures. Experience with the following is preferred: * Florida sales and use tax * Resale certificates * Tax-exempt wholesale transactions * Marketplace facilitator sales * Ecommerce sales tax reporting * Shopify sales tax reporting * Amazon marketplace tax reporting * QuickBooks sales tax liabilities * Inventory accounting * Partnership accounting * Tax-ready bookkeeping “Tax-efficient” should mean accurate categorization, proper timing, complete documentation, lawful exemptions, and the defensible treatment of deductible business expenses. Financial Analysis and Decision Support We are looking for someone who can provide meaningful financial analysis in addition to maintaining accurate books. We would value assistance with: * Gross margin by product * Gross margin by sales channel * Contribution margin * Shopify profitability * Amazon profitability * TikTok Shop profitability once launched * B2B and wholesale profitability * Fulfillment costs * Shipping costs * FBA costs * 3PL costs * Inventory carrying costs * Return rates * Discount and promotional impacts * Marketplace fees * Break-even analysis * Cash flow forecasting * Inventory purchasing requirements * KPI reporting * Financial dashboards This analysis should help us understand the financial impact of recommendations made by ecommerce, marketing, marketplace, and fulfillment partners. Deliverables At the conclusion of the initial engagement, we would like: * Reconciled and tax-ready QuickBooks Online books * Corrections to identified accounting errors * Reconciled bank and credit card accounts * Historical reconciliation of WooCommerce, Stripe, and Square activity * Confirmation that historical sales, refunds, fees, and deposits were properly recorded * Reconciliation of Shopify and Amazon payouts to bank deposits * Review of QuickBooks Online Invoicing activity * Identification of duplicate, missing, or improperly classified transactions * Updated or recommended Chart of Accounts * Written expense-categorization guide * Recommendations for ecommerce clearing accounts and platform integrations * Inventory management software recommendations * Inventory management implementation roadmap * Recommended source-of-truth structure for accounting and inventory * Inventory and Cost of Goods Sold recommendations * Landed-cost accounting recommendations * Amazon FBA accounting recommendations * Third-party logistics accounting recommendations * Fulfillment cost and margin analysis framework * Shopify financial and operational best-practice recommendations * Framework for evaluating strategies proposed by outside agencies * Financial reporting and KPI recommendations * List of accounting and operational risks identified * Written procedures for maintaining the books moving forward We would also like one or two video meetings to review the findings, explain the recommended workflows, and discuss the implementation roadmap. Ideal Candidate The ideal candidate has experience serving as a Controller, Senior Accountant, CPA, Ecommerce Finance Manager, or highly experienced ecommerce bookkeeper for an inventory-based consumer products company. Experience should include: * Extensive QuickBooks Online experience * QuickBooks cleanup and reconciliation * Shopify accounting * Amazon Seller Central accounting * Amazon settlement reconciliation * TikTok Shop accounting or operational experience * WooCommerce * Stripe * Square * Inventory management system selection or implementation * Amazon FBA * Third-party logistics * Inventory accounting * Landed costs * Cost of Goods Sold * Gross margin analysis * Contribution margin analysis * Ecommerce financial reporting * Multichannel inventory * Sales tax * Tax-ready bookkeeping The strongest candidate will be able to advise strategically, communicate clearly, and evaluate the financial and operational impact of decisions made by outside ecommerce, marketplace, marketing, and fulfillment partners. Please Include in Your Proposal Please address the following: 1. Describe your experience performing QuickBooks Online cleanup and reconciliation for ecommerce or inventory-based businesses. 2. Describe your experience reconciling Shopify payouts, Amazon settlements, Stripe payouts, Square transactions, and bank deposits. 3. Which inventory management systems have you implemented, evaluated, or supported? 4. Have you integrated Amazon, Shopify, QuickBooks, and other sales channels into a centralized inventory and accounting workflow? Please describe your role. 5. Do you have experience with TikTok Shop accounting, payouts, fees, affiliate commissions, or inventory synchronization? 6. Have you advised a business transitioning to Amazon FBA, a 3PL, or a hybrid fulfillment structure? 7. Describe your experience analyzing fulfillment costs, gross margins, contribution margins, and channel profitability. 8. Which ecommerce accounting connector tools have you used, such as A2X, Webgility, Synder, or similar applications? 9. How would you approach determining whether historical WooCommerce, Stripe, and Square activity was properly captured in QuickBooks? 10. How do you ensure that outside marketing, marketplace, and fulfillment strategies align with accounting, inventory, margin, and cash flow requirements? 11. What would your first 30 days of work on this engagement look like? What information would you need to know from us to determine this? 12. Please provide an estimated number of hours or a fixed-price estimate for the initial cleanup, review, and strategic recommendations. Please also clarify whether you primarily work as a bookkeeper, senior accountant, controller, CPA, or strategic finance advisor.