Your sales live in Shopify, Amazon, Stripe and PayPal, but the money that lands in your bank is a net payout after fees, refunds and chargebacks. Upload the bank or payout statement PDF and BankXLSX returns clean dated rows you can reconcile to gross sales, split out fees and COGS, and tie every deposit to its batch. Start free, no credit card.
Last updated July 2026
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Download the bank statement and each processor payout report as a PDF, then upload them to BankXLSX. The converter turns every deposit, fee, refund and transfer into dated spreadsheet rows with the running balance, so you can match each net payout on the bank statement to the gross sales, processing fees and refunds behind it. You get an Excel or CSV file in under a minute, ready to book gross revenue, fees and cost of goods sold to the right accounts. BankXLSX prepares the data; it does not do your bookkeeping or file your sales tax, but it gives you and your accountant clean rows so the numbers reconcile.
An online seller collects money through several platforms, and none of them deposit your gross sales. Each one nets fees, refunds and chargebacks first, then sends a lump-sum payout that has to be unpicked before the books are right.
Shopify, Amazon, Stripe and PayPal all deduct processing fees, refunds and chargebacks before they pay you, so the deposit that hits your bank is smaller than what customers actually paid.
Sales from a store, a marketplace and a payment link all settle into the same checking account as batched payouts, and untangling which deposit came from which platform is a monthly chore.
Inventory and shipping supplies are paid from cards and vendor transfers scattered across the statement, so cost of goods sold has to be pulled out separately from the sales side.
Marketplace facilitators collect and remit sales tax for you, but your own store may collect it too, and that money is a liability, not revenue, so it cannot be booked as a sale.
The 1099-K a platform sends reports gross processing volume before fees and refunds, so it never equals what landed in your bank, and you have to explain the gap.
A refund or dispute can hit weeks after the original sale and reduce a future payout, so the deposit and the sale it relates to fall in different statement periods.
Upload the bank statement or a processor payout PDF and the converter returns clean, dated rows with balances intact, so you can reconcile payouts to sales, split fees and refunds, and total COGS.
Each deposit, fee, refund, chargeback and transfer lands on its own row with date, description and amount in columns you can sort, filter and total.
Line up the net payout on the bank statement with the gross sales and fees on the processor report so your revenue reconciles instead of guessing.
The statement running balance carries through, so you can confirm every deposit and card charge is accounted for between periods.
Download a real .xlsx workbook to build a sales-and-fee reconciliation in, or a clean CSV to import into QuickBooks, Xero or your accountant's system.
Layouts tuned to how US banks and card issuers print their statements, plus processor payout PDFs from the major platforms.
256-bit encryption in transit, and you can delete every uploaded file when you are done.
No software to install and no credit card to start.
Save the monthly bank statement and each processor payout report as a PDF. Scanned statements work too.
Tip: Grab every account and platform that touches your sales.
Drag the PDF into the box above. BankXLSX reads the deposits, fees, refunds and transfers and writes each to its own row.
Tip: One account or platform per file keeps the reconciliation clean.
Save the result as XLSX or CSV, match each net payout to its gross sales and fees, and total COGS separately.
Tip: Sort by description to group fees, refunds and payouts.
Online selling spreads money across stores, marketplaces and processors, so the people converting these statements are the ones who own the monthly close, the sales-tax filing and the tax return.
Reconcile Shopify Payments payouts to gross orders and fees so your revenue and margin are right before the month closes.
Split disbursements into sales, referral and FBA fees, refunds and reimbursements so the deposit ties out to the settlement report.
Convert a client bank statement and payout PDFs into rows you reconcile, code and post to QuickBooks or Xero every month.
Turn a year of statements and payouts into a spreadsheet for the return, the sales-tax review and the 1099-K reconciliation.
Because every payment platform deducts its fees, refunds and chargebacks before it sends you money. A customer pays $100, the processor keeps roughly $3 in fees, and if another order was refunded that day, that comes out too, so the payout that reaches your bank might be $94. The deposit is a net figure; your gross sales are higher. Booking the deposit as revenue understates sales and hides your fee expense, which is why the reconciliation has to start from both sides: the gross sales on the processor report and the net payout on the bank statement. Our deeper walkthrough of why ecommerce sales do not match bank deposits breaks the math down platform by platform.
Record the gross sale as revenue, the processing fee as an expense, and the net amount as the bank deposit, so all three reconcile. In practice you book each payout in three parts: total sales for the batch as income, the platform and card fees as a separate fee expense, and refunds as a contra-revenue line, with the sum equal to the deposit on the bank statement. Doing it as a single lump revenue entry is the most common ecommerce bookkeeping mistake because it buries thousands of dollars of fees and makes your margin look better than it is.
| What the platform deducts | Typical range | How to book it |
|---|---|---|
| Card processing fee | 2.9% + $0.30 per transaction | Merchant fee expense |
| Marketplace referral fee | 6% to 15% of the sale | Commissions or selling fee expense |
| Fulfillment (FBA) fee | Per unit by size and weight | Fulfillment expense |
| Refunds | Varies | Contra-revenue (returns) |
| Chargebacks | Sale amount + $15 to $25 fee | Contra-revenue + dispute fee expense |
Cost of goods sold is what you paid for the products you actually sold in the period, plus the direct costs to get them ready to ship, such as inbound freight and packaging. It does not include advertising, software or general overhead, which are operating expenses. On a bank statement, COGS shows up as supplier payments, inventory purchases and inbound shipping, usually on cards and vendor transfers rather than in the payout deposits. That is why you pull COGS out separately: the sales side comes from the payouts, and the cost side comes from the purchases, and gross profit is the difference. Converting the statement to rows lets you filter supplier payees and total them in one place.
For the 2026 tax year the federal 1099-K threshold is more than $20,000 in payments and more than 200 transactions, after the One Big Beautiful Bill Act repealed the $600 rule that had been scheduled to take effect. A handful of states, including Maryland, Massachusetts, Vermont, Virginia and the District of Columbia, still use a $600 threshold, and platforms can issue one voluntarily. The 1099-K reports gross processing volume, meaning total sales before fees, refunds and chargebacks, so it will always be higher than what landed in your bank. To reconcile, start from the 1099-K gross figure, subtract fees and refunds, and you should arrive at the net payouts on your statement.
Sales tax you collect is a liability, not income, because you are holding it to remit to the state. Under marketplace facilitator laws now in effect in every state that has a sales tax, platforms like Amazon and Etsy calculate, collect and remit sales tax on your behalf, so that money never becomes yours to book. On your own store, though, you may collect sales tax yourself, in which case it arrives inside the payout and has to be split out to a sales-tax-payable account rather than left in revenue. Keeping collected tax separate from sales is one more reason to work from rows instead of a single deposit figure.
BankXLSX converts the bank statement or payout PDF into a spreadsheet. It is not accounting or inventory software: it does not calculate your COGS, file your sales tax, or reconcile your books for you. What it does is remove the retyping by reading each PDF into dated rows with amounts and the running balance already in columns. From there you or your bookkeeper match payouts to sales, split fees and refunds, and total COGS. Sellers who keep their books in QuickBooks convert the statement straight to a QuickBooks import with a bank statement to QuickBooks converter. To group fees, refunds and supplier payments in a spreadsheet, pair the converter with our transaction categorization guide, and to keep the supplier and shipping receipts behind each cost line, an expense and receipt tracker holds the paper trail.
Because every payment platform deducts its processing fees, refunds and chargebacks before it pays you, so the deposit that lands in your bank is a net figure smaller than your gross sales. To reconcile, book the gross sale as revenue, the fees as an expense and the refunds as contra-revenue, with the three summing to the deposit. Converting the statement and payout report to rows lets you line the two sides up.
Record it in three parts so it reconciles: gross sales for the batch as income, the platform and card fees as a fee expense, and refunds as contra-revenue, with the net equal to the bank deposit. Booking the whole payout as a single revenue line is the most common mistake because it hides your fees and overstates margin. Convert the payout PDF to rows first so you can see each part.
Cost of goods sold is what you paid for the products you actually sold in the period, plus direct costs like inbound freight and packaging. It excludes advertising, software and overhead, which are operating expenses. On a statement, COGS appears as supplier and inventory payments, usually on cards, so you pull it out separately from the payout deposits and total it to get gross profit.
For the 2026 tax year the federal 1099-K threshold is more than $20,000 in payments and more than 200 transactions, after the One Big Beautiful Bill Act repealed the planned $600 rule. Some states such as Maryland, Massachusetts and Virginia keep a $600 threshold, and platforms may issue one voluntarily. The form reports gross volume before fees, so it never matches your bank deposits.
The 1099-K reports gross processing volume, which is total sales before fees, refunds and chargebacks are taken out, while your bank shows the net payouts after those deductions. So the 1099-K is always higher. Start from the gross figure, subtract fees and refunds, and you should land on the net deposits, which is the reconciliation the IRS expects you to be able to show.
Sales tax you collect is a liability, not income, because you owe it to the state. On marketplaces, facilitator laws mean the platform collects and remits it, so it never reaches your books. On your own store you may collect it yourself, in which case it arrives inside the payout and must be split to a sales-tax-payable account rather than left in revenue. Working from converted rows makes that split simple.
Download the monthly bank statement and each processor payout report as a PDF, then upload them to BankXLSX. The converter reads every deposit, fee, refund and transfer into dated rows with the running balance and lets you download an Excel or CSV file in under a minute, ready to reconcile payouts to sales and total COGS.
No. BankXLSX converts your bank statements and payout reports into clean spreadsheets. It does not calculate COGS, file your sales tax or reconcile your books. You or your bookkeeper match payouts to sales, split fees and refunds, and total costs; the converter removes the retyping so the numbers are ready to reconcile.
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