Shopify Bookkeeping Spreadsheet

About this template

This Shopify bookkeeping spreadsheet shows app fees, ad spend and postage against the margin your online store actually earns. It is for Shopify owners who want simple books they control, with costs broken out instead of lumped together.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

Five cost lines, not one lump

Your store subscription, apps, ads, gateway fees and postage are five separate expense lines rather than one figure called expenses. When margin slips, you can see which of them moved.

Two registers drive the rest

Money in is entered on one tab and money out on another, each line with its own tax rate. The monthly view, the quarterly view, the profit and loss, the sales tax worksheet and the dashboard all read from those two, so nothing is typed twice and every report matches the ledger.

15 connected tabs

The workbook has fifteen connected tabs, working as an income tracker and expense tracker in one:

• Income: 500 rows, with the tax split out on every line
• Expenses: 500 rows, split the same way
• Setup: your categories, your tax rates and your set-aside percentage
• Monthly, Quarterly and Profit & Loss: all calculated, nothing typed
• Sales Tax: collected against paid, by rate and by quarter
• Estimated Tax: four quarterly set-asides at your own rate
• Custom Range: pick any two dates and every figure follows
• Comparison: this year against last, month by month
• Balances: what each account took in and paid out
• Dashboard: six live figures and the four quarters
• Start Here: setup in a few minutes

Real files, filled and blank

You get real spreadsheet files, not a PDF with a link in it: Excel and Google Sheets, each filled with a worked example and each blank and ready for your own numbers. The filled copy is the file in the photos, with two full years of demo data so the Comparison tab has something real to compare.

It suits any small ecommerce business that sells through its own store and wants year-end figures ready without extra software.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice. No Microsoft 365 subscription required.
• Google Sheets with a free Google account. No Google account is needed for the Excel files.
• No add-ins, no macros, no subscription and no bank connection

What you download

• The Excel workbook filled with a worked example, and the same workbook blank and ready for yours
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. The Start Here tab walks you through setup in a few minutes. The files are for use in your own business; please do not share or resell them. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Can I use it in Google Sheets?

Yes. Along with the Excel files, the instruction guide has one-click links to make your own Google Sheets copies with a free Google account.

Does it connect to my Shopify store?

No. It has no store or bank connection, no add-ins and no macros. You enter or paste your figures on the Income and Expenses tabs.

Which store costs are tracked separately?

Subscription, apps, ads, gateway fees and postage each have their own expense line, so each one is visible against your margin.

Does it handle sales tax?

You choose a tax rate on every line, and the Sales Tax tab shows tax collected against tax paid by rate and by quarter.

What Excel version do I need?

Excel 2016, 2019, 2021 or Microsoft 365 on Windows or Mac, or LibreOffice. No Microsoft 365 subscription is required.