Keeping track of eBay sales in QuickBooks Online can get tricky in no time with too many details, say, held funds, pending funds, fees, refunds, and more, wrapped up in each transaction.
We recently came across a Reddit thread where a small business owner shared their struggle. They had to manually input 200 eBay sales spanning six months. After skipping eBay’s connector due to bad reviews, they opted for recording invoices manually, only to run into major issues while tracking.
It’s a common frustration among eBay sellers, but there are smarter ways to handle it.
In this article, we outline practical ways to record eBay sales in QuickBooks to keep things manageable and accurate.
You can do it manually, using a data syncing app, or using an e-commerce accounting automation tool like Webgility.
Each method has its pros and cons. You need to choose depending on your business needs and the level of automation you prefer.
Export sales reports from eBay and input the data by hand to Quickbooks Online or Desktop. These reports would contain sales receipts, invoices, or sales, taxes, shipping, and eBay fees journal entries.
Pros
Cons
A data sync app connects your eBay account to Quickbooks and automatically imports individual orders. You will still need to manually categorize transactions for accuracy which provides a mix of automation and control.
Pros
Cons
Webgility is an advanced e-commerce accounting tool that automates eBay order syncing with QuickBooks.
It goes beyond orders and syncs transactions, refunds, sales tax, inventory, and payouts to QuickBooks Online and Desktop, recording them as sales receipts, sales orders, invoices, or estimates based on your preferences.
Pros
Cons
Now, follow the steps below to connect eBay to QuickBooks Online and ensure your sales data is accurately recorded.
Sign up for Webgility’s free trial and log in to your account to begin the setup process.
[can we have a screen recording of the starting trial with Webgility]
Go to Settings > Connections and click the orange plus sign next to Sales Channel to add eBay as a sales channel.
Choose eBay from the list of sales channels and click Next. In the popup window, select your Time Zone and click Continue.
Enter your eBay username and password, then click Sign In to authorize the connection. Once signed in, Webgility will begin syncing with your eBay account.
Once your eBay account is successfully connected, you’ll see a confirmation message. You will then be redirected to the Connections screen, where your eBay Sales Channel profile will be displayed.
That’s it! Quickbooks for eBay sellers is now ready, and Webgility will begin syncing your sales data with QuickBooks Online (or Desktop).
Webgility integrates your eBay store with QuickBooks in five simple steps, making accounting easier than ever.
Here are four more reasons why choosing Webgility is a smart move
Reconciliation doesn’t have to mean endless spreadsheets and late nights.
Webgility automates the syncing of transactions, refunds, sales tax, inventory, and payouts to QuickBooks Online or Desktop as sales receipts, sales orders, invoices, or estimates.
With Webgility, you can post eBay sales individually or as journal entries, download, and post orders by date range or order status, and sync sales as often as every 15 minutes. Its scheduler allows you to set automatic updates (e.g., daily or per payout) for real-time accuracy.
This means you can reconcile accounts in minutes rather than hours, matching bank deposits with accounting records quickly.
eBay’s fee structure: listing fees, final value fees, payment processing, plus sales taxes, across multiple jurisdictions, can turn accounting into a mess.
Webgility eliminates that by syncing these costs to designated QuickBooks accounts automatically so that every fee and tax is tracked without manual math. You can customize how these are mapped, e.g., assigning fees to specific expense accounts for granularity in your books.
This is important for eBay sellers managing high transaction volumes, as it prevents overlooking small but cumulative costs. Webgility also supports integration with tools like Avalara for advanced tax compliance and mapping taxes by state or city for accurate filing.
Keeping inventory in sync manually is a recipe for disaster; overselling, stockouts, or overstocking can damage your reputation.
Webgility automates this by updating inventory levels in QuickBooks with every eBay sale or return. It syncs bi-directionally across channels to keep everything current, which means it also updates eBay from QuickBooks if stock changes elsewhere. Webgility has an “end listing” feature to stop sales at zero stock.
For multichannel sellers, it syncs inventory across eBay, Amazon, and more, integrating with QuickBooks Enterprise for complex setups.
Ever wonder why sales spiked last November but not this June? Without seasonal data, you’re always guessing.
Webgility’s business analytics dashboard tracks over 70 metrics, such as monthly and daily sales by channel, best and lowest-selling products, and expenses pulled from eBay data in QuickBooks. This helps you anticipate seasonal shifts and proactively forecast rather than make reactive adjustments.
You can easily spot patterns (e.g., higher sales during holidays) and make data-backed decisions accordingly, like ordering extra stock for December.
No more feeding data in silos or facing the brunt of incorrect data entries in QuickBooks from eBay.
While manual posting works for a limited number of transactions, it fails as you scale. Data sync apps are a good alternative, but they still require manual transaction categorization, defeating the purpose of sync.
Tools like Webgility are perfect for eBay sellers who expect higher transaction volume and want Quickbooks accounting automation for accuracy. Try Webgility for free today.