Payroll services for e-commerce: pay runs that match your books.
Payroll services for e-commerce sellers should leave every pay run matching your books and your bank. We prepare each run in your payroll provider, post it to your books, and match every payroll debit to your bank. Pay runs go from your own bank account through your own payroll provider, such as Gusto or ADP, with your approval on every run. From $49 a month, plus a per-employee rate.
Written quote · you approve every pay run · no commitment
Payroll reconciliation: September
| Gross wages | 7,200.00 |
|---|---|
| Employee taxes withheld | (1,114.80) |
| Net pay to employees | 6,085.20 |
| Employer payroll taxes | 551.00 |
| Total payroll cost | 7,751.00 |
| Payroll debits in bank | 7,751.00 ✓ |
| Difference | 0.00 · ✓ Reconciled |
Also matched Sep
- Net pay to each debit ✓
- Withholding to tax payments ✓
- Payroll liabilities cleared ✓
- Posted to the ledger ✓
October 31 is a Saturday this year, so the next business day
ILLUSTRATIVE PAYROLL RECONCILIATION — DEMO STORE, NOT A CLIENT
You have a team on payroll, or you're about to.
For online sellers with warehouse, customer service or office staff on payroll, and for those about to hire their first employee.
One debit hides three costs.
Net pay, withheld taxes and the employer's share leave your bank together. Your books have to pull them apart.
Payroll leaves on a fixed schedule
Payday comes on time whether or not this week's payouts have landed, so payroll belongs in your cash plan.
See cash-flow forecasting →Quarterly returns have to match the books
Form 941 reports the income tax, social security and Medicare withheld each quarter, and the employer's share. The ledger should show the same figures.
See year-end close →Contractor or employee?
The IRS looks at behavioral control, financial control and the type of relationship. People paid as contractors may belong on payroll, and the reverse.
See 1099 filing →Payroll records outlast the year
The IRS says to keep employment tax records for at least 4 years after the tax is due or paid, whichever is later.
Read the answer →Everyone has a part
Your payroll provider runs the payments, we keep payroll right in your books, and your tax preparer handles your return.
Read the answer →What our payroll services include.
Pay runs prepared for your approval, then reconciled into finished books.
- Pay run prepared in your provider for your approval EACH RUN
- Payroll posted to wages, taxes and liabilities EACH RUN
- Payroll debits matched to your bank MONTHLY
- Payroll liability accounts reconciled MONTHLY
- Form 941 figures tied to the books before your provider files QUARTERLY
- W-2 totals tied to wages before your provider files ANNUAL
Books closed by day 15 of the following month.
Profit & Loss — September
| Amazon sales | 38,420.00 |
|---|---|
| Shopify sales | 21,760.00 |
| eBay sales | 4,310.00 |
| Net sales | 64,490.00 |
| Cost of goods sold | (23,190.40) |
| Marketplace fees | (9,874.15) |
| Gross profit | 31,425.45 |
SAMPLE · ILLUSTRATIVE FIGURES · NOT A CLIENT
Payroll, one monthly price.
$49 a month plus $8 per employee, the figures on our pricing page. Your scope is confirmed in writing after your free books review, before you commit.
| Service | Billed | Price |
|---|---|---|
| Payroll preparation & reconciliation | /month | $49 |
| 1099 filing for contractors | per form | $25 |
| Cash-flow & inventory planning | /month | $299 |
Catch-up bookkeeping
Behind on your books? We bring missing months current first, payroll included, priced per month behind. See catch-up →
Four steps to books you can trust.
Free books review
You send the access invitations. We look at where your books stand.
Quote in writing
Your plan and price, before you commit to anything.
Catch-up
Missing months brought current and reconciled.
Monthly close
Books closed every month, reports in your inbox.
[[FILL]]
[[FILL: name]]
Payroll bookkeeper · [[FILL: credential, exactly as held]]. The same named person prepares your pay runs and reconciles payroll every month, and every close is reviewed before it reaches you.
We work in the tools you already use.
Payroll runs in your own provider account, and your books stay in your own QuickBooks Online or Xero account.
WORKS WITH
Product names belong to their owners.
Your tax preparer gets clean books, every year.
At year-end your tax preparer gets payroll that already ties to the books.
- W-2 totals tied to wages in the ledger ✓
- Four quarters of Form 941 tied to the ledger ✓
- Contractor totals for your 1099s ✓
Questions sellers ask before they hand over payroll.
Months behind on your books? What happens and what to do
What it takes to catch up, and which records to keep.
Read the answer → AnswerE-commerce CPA vs accountant vs bookkeeper: who do you need?
Who does what, from payroll and monthly books to your tax return.
Read the answer → AnswerHow much does a bookkeeper cost for an online store?
What sets the price, and what a monthly plan includes.
Read the answer →Behind on your books? See catch-up bookkeeping →Get a free books review →
Sources
- IRS — Instructions for Form 941 (Rev. March 2026) · fetched 2026-10-07
- IRS — About Form 941 · fetched 2026-10-07
- IRS — 2026 General Instructions for Forms W-2 and W-3 · fetched 2026-10-07
- IRS — How long should I keep records? · fetched 2026-10-07
- IRS — Independent contractor (self-employed) or employee? · fetched 2026-10-07
Payroll questions
How much do your payroll services cost?
$49 a month plus $8 per employee, as shown on our pricing page. Your scope is confirmed in writing after your free books review.
Which payroll providers do you work with?
We work in the payroll provider you already use, such as Gusto, ADP or QuickBooks Payroll. Pay runs go from your own bank account through your provider, and you approve every run.
Who files Form 941 and the W-2s?
Your payroll provider files them as part of its full-service payroll. Before each filing, we tie every quarter's figures and the year's W-2 totals to your books.
When is Form 941 due?
Each quarter: April 30, July 31, October 31 and January 31. When a due date falls on a weekend or legal holiday, you may file on the next business day.
When are W-2s due?
For 2026 wages, employees get their W-2s and Copy A goes to the Social Security Administration by February 1, 2027.
Can you handle contractors too?
Yes. We track contractor payments all year and prepare the 1099s each January. See our 1099 filing service.
See where your books stand — free.
Get a written review of every channel: what's reconciled, what's missing, and the exact price to fix it. No card, no commitment.
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