What records should I keep if I sell on Etsy, eBay, or Amazon?

Why recordkeeping matters for marketplace sellers

Selling on Etsy, eBay, or Amazon can start as a side hustle and quickly turn into a meaningful stream of income. The moment money changes hands, though, you’ve stepped into a world where good records are more than “nice to have.” They help you understand whether you’re actually making a profit, they make it far easier to file accurate taxes, and they protect you if a platform dispute, customer complaint, or tax question arises months (or years) later.

Recordkeeping also keeps your business decisions grounded in reality. Many marketplace sellers underestimate costs because fees are deducted automatically, shipping labels are purchased in small increments, and supplies are bought “here and there.” A tidy set of records turns all those scattered transactions into a clear picture: which products are winning, which channels are worth the effort, and where you can improve margins.

This article walks through the records you should keep when selling across Etsy, eBay, and Amazon. While each platform has its own reports and fee structures, the core categories of records are consistent. If you build your system around those categories, you can plug in any marketplace and still stay organized.

Start with a simple recordkeeping system

Before diving into specific document types, it helps to decide how you’ll store and track information. The best system is the one you’ll actually use. For many sellers, that means a combination of:

1) A dedicated business bank account (and ideally a separate card) to keep transactions clean.

2) A bookkeeping tool or spreadsheet to categorize income and expenses.

3) A digital filing structure for invoices, receipts, and reports.

If you prefer spreadsheets, a simple monthly sheet with categories can work well. If you use bookkeeping software, connect your bank account so transactions import automatically, then attach receipts and classify items each week. Whichever route you choose, consistency is what prevents the end-of-year scramble.

Set up a folder structure that mirrors how you think about your business. For example: “Income,” “Platform Fees,” “Shipping,” “Supplies,” “Inventory Purchases,” “Equipment,” “Advertising,” “Taxes,” and “Legal.” Within each, create subfolders by year and month. When you save a receipt, use a naming pattern like “2026-01-15_ShippingLabels_24.80.pdf” or “2026-01-10_Inventory_SupplierName_120.00.pdf.” Small habits like this compound into effortless retrieval later.

Sales and income records you should keep

Your top priority is documenting what you earned, when you earned it, and where it came from. Marketplace dashboards often show “sales,” but that number can differ from what actually lands in your bank after refunds, shipping charges, and platform fees. You want records that help you reconcile all of it.

Order-level sales details

Keep order records for each transaction, including:

• Order date and ship date

• Order number or transaction ID

• Item(s) sold, quantities, SKU (if you use one), and variations (size, color, personalization)

• Item price, discounts, coupons, promotions

• Shipping charged to the customer

• Sales tax or VAT collected (if applicable)

• Total amount paid by the buyer

These details are useful for customer service, chargebacks, and profitability analysis. If you ever need to prove what was purchased or when a customer placed an order, the transaction record is your best friend.

Platform payout records

Etsy, eBay, and Amazon pay you based on their payout schedules. Keep payout statements and settlement reports that show:

• Gross sales for the payout period

• Fees deducted

• Refunds and chargebacks

• Shipping label charges (if purchased through the platform)

• Reserves, holds, or adjustments

• Net payout amount

These payout reports are essential for reconciling the platform’s numbers to your bank deposits. If the deposit is lower than expected, the report shows why.

1099s and marketplace tax forms

In many regions, platforms issue tax forms to sellers who meet certain thresholds. If you receive forms such as 1099-K or similar documents, keep them with your annual tax records. Even if you don’t receive one, you still have to report your income, so your payout reports and order-level exports remain critical.

Non-platform income

If you receive money outside the marketplace—for example, custom orders paid via an invoice, wholesale payments, or affiliate income—keep those records too. The more sales channels you have, the more important it becomes to document all incoming funds in one place.

Fee records: know what the marketplaces take

Fees can be one of the biggest expenses for marketplace sellers, and each platform structures them differently. You should keep records of fees at both the order level and the payout level.

Types of fees to track

Common marketplace fees include:

• Listing fees (including renewals)

• Transaction fees or final value fees

• Payment processing fees

• Subscription fees (storefront plans, professional seller plans)

• Advertising fees (promoted listings, Etsy Ads, Amazon ads)

• Fulfillment and storage fees (especially on Amazon)

• Currency conversion fees (if you sell internationally)

• Dispute, chargeback, or return processing fees

Platforms may bundle or separate these charges. The key is that you can see the fee type and amount, then categorize it consistently in your bookkeeping.

Why fee records matter beyond taxes

It’s easy to focus only on sales, but fees determine whether you’re making real money. Tracking fees helps you evaluate channel performance: a product might look profitable on Etsy but become unprofitable on Amazon due to fulfillment fees, storage costs, or higher advertising spend. When you keep detailed fee records, you can make pricing and channel decisions based on data rather than guesswork.

Refunds, returns, cancellations, and adjustments

Marketplace selling comes with customer requests, returns, and occasional disputes. You should keep records showing what happened and the final financial result.

Refund and return documentation

For each refund or return, keep:

• Original order details

• Date the refund was issued

• Amount refunded (item price, shipping, tax components)

• Reason for return or cancellation (if noted)

• Whether the item was returned and its condition

• Any restocking or return shipping fees charged or paid

This documentation helps you handle platform cases, track quality issues, and accurately reflect income. If a refund happens after the payout period, your records help you understand why future deposits change.

Chargebacks and disputes

If a buyer files a chargeback or dispute, maintain a folder with all related communications and platform case documents. Keep proof of shipment, delivery confirmation, product photos, messages with the buyer, and any platform decision notices. Even if you win, the situation can affect your account health, and thorough documentation makes it easier to respond quickly.

Cost of goods sold and inventory records

If you sell physical products, inventory and cost of goods sold (COGS) are at the heart of your profitability. COGS generally includes the direct costs to make or purchase items you sell. Keeping excellent inventory records helps you calculate profit correctly and avoid underpricing your products.

Inventory purchase invoices and receipts

Keep purchase records for inventory, including:

• Supplier invoices and receipts

• Purchase dates

• Item descriptions, quantities, and unit costs

• Shipping costs from suppliers

• Import duties or customs fees (if applicable)

• Payment confirmations

If you buy inventory from multiple sources—wholesale suppliers, craft stores, online retailers—keep all receipts. Even small purchases add up and affect your margin.

Manufacturing and production costs

If you make products, track materials and components used for each product line. Examples include fabric, beads, resin, printing paper, ink, blanks for sublimation, candle wax, fragrance oils, or packaging inserts. You don’t have to track every bead individually, but you should have a method for estimating product costs based on usage. A bill of materials (BOM) for each product is a practical approach: list inputs and approximate costs per unit.

Inventory counts and adjustments

Maintain records of inventory levels, especially if you sell on multiple platforms where stock can drift out of sync. You should keep:

• Starting and ending inventory counts by period (monthly or quarterly is common)

• Stock received and stock sold

• Damaged, lost, or unsellable inventory write-offs

• Samples used for marketing or photography

These records help prevent overselling and support accurate profit calculations. They also help you detect shrinkage, mispicks, or issues with fulfillment services.

Using SKUs and product identifiers

Even if you’re a small seller, assigning internal SKUs can make recordkeeping dramatically easier. A SKU system helps you track which variation sold, match supplier invoices to products, and calculate profitability per item. For handmade goods, a SKU can reflect product type, size, and color. For reselling, you can use manufacturer UPCs where available, plus your own SKU labels for internal organization.

Shipping records: labels, postage, and delivery proof

Shipping is both an expense category and a common source of customer issues. Keep detailed shipping records to support deductions, customer claims, and performance metrics.

Shipping label receipts and postage statements

Whether you buy postage through Etsy, eBay, Amazon, or a third-party shipping service, keep:

• Shipping label receipts

• Postage costs per shipment

• Any insurance fees

• Signature confirmation charges

• International shipping forms and customs details

When possible, tie shipping costs to specific orders. This helps you evaluate shipping strategy and spot trends, such as unusually high costs for certain product sizes or destinations.

Tracking numbers and proof of delivery

Keep tracking numbers (usually already stored on the platform) and, when important, save proof of delivery. For high-value items, signature confirmations and insurance documentation can save you from major losses. If a buyer claims non-delivery, tracking and delivery proof are often the deciding factor in disputes.

Packaging supplies and shipping materials

Packaging materials are legitimate business expenses and also part of your product experience. Keep receipts for boxes, mailers, bubble wrap, tissue paper, tape, labels, inserts, thank-you cards, and branded packaging. If you buy in bulk, record the purchase and categorize it appropriately so you can see how much packaging is costing you over time.

Marketing and advertising records

Most sellers eventually spend money to get more eyes on listings. Marketing expenses can include platform advertising, social media promotions, influencer collaborations, photography, and design work.

Platform ads and promoted listings

Keep monthly ad reports and billing statements for:

• Etsy Ads and Offsite Ads charges

• eBay Promoted Listings fees

• Amazon advertising campaigns and charges

These records allow you to calculate ad return on investment. Don’t stop at “sales went up.” Track spend by campaign and compare it to the incremental profit, not just revenue.

External marketing costs

Save invoices and receipts for:

• Social media ads (for example, on social platforms)

• Email marketing tools

• Website hosting or landing pages (if you run your own site too)

• Graphic design templates, fonts, stock photos (when licensed for commercial use)

• Product photography equipment or studio rentals

Keep the documentation that proves the business purpose of the expense. If you collaborate with influencers or affiliates, keep contracts, payment receipts, and records of what was delivered.

Business expenses beyond inventory

Marketplace sellers often have many small, recurring expenses that are easy to forget. Keeping them organized not only supports tax reporting but helps you understand your true cost structure.

Tools, software, and subscriptions

Common examples include:

• Listing tools and repricers

• Accounting software

• Design tools for product mockups

• Inventory management systems

• Cloud storage subscriptions

Keep invoices, payment confirmations, and renewal notices. If you use a tool partly for personal use, note the business portion so your records reflect reality.

Equipment and durable supplies

If you purchase equipment such as a printer, label printer, camera, computer, cutting machine, heat press, or tools used to create products, keep receipts and warranty documents. Durable items may have special tax treatment depending on your location, so having clean purchase records (date, cost, and what it’s used for) is important.

Home office and workspace costs

If you run your business from home, you may have workspace-related costs. Keep records of:

• Rent or mortgage interest statements (where applicable)

• Utilities (electricity, internet, water, heating)

• Repairs and maintenance related to the workspace

• A log or measurement of workspace usage

Rules differ by country, and deductions can be complex, so detailed records make it easier to determine what’s appropriate. Even if you don’t claim anything now, having the documentation lets you evaluate options later with a professional if needed.

Phone and internet expenses

Many sellers use their phone for product photos, customer messages, and social media marketing. If you claim any portion of phone or internet costs, keep statements and a reasonable method for determining the business-use percentage. Notes and logs can support your allocation if questions arise.

Banking and payment records

Your bank and payment records are the backbone of your bookkeeping because they show what actually happened with cash. Platform dashboards can change, reports can be updated, and individual order pages are not always easy to access years later. Your bank statements provide a stable record.

Business bank statements

Save monthly statements for any accounts used for the business, including checking and savings. If you use a business credit card, keep those statements too. Statements help you:

• Confirm payouts match platform settlement reports

• Identify expenses you forgot to record

• Detect unusual charges or fraud

• Support totals reported in bookkeeping

If you only do one “recordkeeping upgrade,” separating business and personal spending will make everything else easier.

Processor and transaction records

Depending on your setup, you might have payment processor statements or separate transaction logs. Keep those records if they exist, even if the platform handles most payments. They can become essential if you expand off-platform and start taking card payments directly.

Tax records: what to keep for filing and peace of mind

Tax rules vary by location, but the categories of records that support a tax filing tend to be consistent: income documentation, expense documentation, and evidence supporting any special treatment such as depreciation, inventory accounting methods, or VAT/GST handling.

Annual summaries and exports

At the end of each year (and ideally quarterly), download and store key reports from each platform, such as:

• Sales summaries

• Fee summaries

• Payout histories

• Refund and return reports

• Advertising summaries

Store them in a “Taxes” folder by year. Even if the platform keeps data available online, having your own copy ensures you can access it if your account changes or you stop selling on that marketplace.

Receipts and invoices for deductible expenses

A tax return is only as strong as the documentation behind it. Keep receipts and invoices for expenses you claim, including inventory purchases, shipping, supplies, software, advertising, professional services, and equipment. For digital receipts, save the PDF or email confirmation and label it clearly. For paper receipts, scan them and store them digitally, because paper fades and gets lost.

Mileage and travel logs

If you drive for business purposes—such as trips to the post office, supplier runs, or craft shows—keep a mileage log. A simple log includes date, purpose, starting location, destination, and miles driven. Also keep receipts for parking and tolls if relevant. If you travel for business events, keep itineraries and receipts for lodging and transportation, along with notes on the business purpose.

Sales tax, VAT, and marketplace facilitator records

Many marketplaces collect and remit certain taxes on behalf of sellers in some jurisdictions. Even when the platform handles it, you should keep records showing:

• Tax collected in orders (where shown)

• Any remittance summaries provided by the marketplace

• Your own filings if you have obligations outside the platform

This is especially important if you sell across regions or countries. Tax handling can differ depending on where you and your customer are located and how the marketplace is classified. Keeping the reports helps you verify what the platform did and whether anything remains your responsibility.

Customer communication and policy records

While income and expense records are the foundation, operational records can protect you in disputes and help you deliver consistent service.

Messages and custom order details

For custom items, personalization, or made-to-order work, keep records of:

• Customer requests and approvals

• Proofs or mockups sent

• Final specifications (names, dates, color choices, sizing)

• Deadlines agreed upon

Most platforms keep messages, but if you handle high-value custom work, consider saving key message threads or screenshots in an order folder. This can be invaluable if a customer later claims something different was agreed.

Policies and listing versions

Marketplace policies evolve, and your own shop policies may change too. Keep copies of:

• Your shop return policy and any updates

• Processing times and shipping policy

• Product descriptions for bestsellers

• Any disclaimers relevant to your products

This can be helpful if you need to demonstrate what your policy was at the time of sale. It also supports internal consistency when you list similar products across platforms.

Product compliance and sourcing documentation

Depending on what you sell, you may need additional documentation relating to product safety, materials, or sourcing. Even if you never get asked for it, keeping these records can protect your business if questions arise.

Supplier details and authenticity records

If you resell branded items or products where authenticity matters, keep supplier invoices and records proving where you obtained inventory. This can be important for account health and disputes, particularly on platforms that are strict about authenticity and intellectual property concerns.

Safety documentation and testing

Some product categories (such as toys, cosmetics, candles, food items, or electrical goods) may have safety requirements. If you have test results, certifications, ingredient lists, batch records, or safety data sheets, store them in an organized way by product line and year. Also keep documentation of any recalls or customer safety complaints, along with the resolution.

Intellectual property permissions

If you have licenses for artwork, patterns, fonts, or commercial-use assets, keep copies of the license terms and proof of purchase. If you collaborate with artists or photographers, keep agreements showing what you’re permitted to use in listings and branding.

Amazon-specific records to pay attention to

Amazon has unique fee structures and operational requirements that can make recordkeeping especially important.

FBA fees, storage, and inventory reconciliation

If you use Fulfillment by Amazon (FBA), you should keep:

• FBA fee reports (fulfillment fees, storage fees, long-term storage if applicable)

• Removal and disposal order records

• Inventory shipment plans and confirmations

• Reconciliation reports showing what Amazon received versus what you sent

Inventory can be lost or damaged in fulfillment networks. Keeping shipment records and reconciliation reports helps you identify discrepancies and pursue reimbursements when appropriate.

Returns and customer concessions

Amazon may issue refunds or concessions under certain circumstances. Keep reports that show returns, refund reasons, and whether the inventory was returned to sellable condition. These details affect profitability and help you decide whether to tighten packaging, adjust product quality, or update listing expectations.

eBay-specific records to pay attention to

eBay sellers often deal with a wide variety of item types, shipping arrangements, and buyer expectations.

Item condition notes and photos

For used, vintage, or collectible items, keep original photos and condition notes you used for the listing. If a buyer claims an item is “not as described,” having dated photos and a clear condition description can help resolve the issue. Store photos by item ID or SKU so you can quickly find them later.

Final value fees and shipping practices

Because eBay fee calculations can depend on total transaction value and other factors, save the fee breakdowns and payout statements. Also keep records of shipping services used and tracking details, especially for categories where disputes are more common.

Etsy-specific records to pay attention to

Etsy sellers often focus on handmade, vintage, and craft supplies, with a lot of variation and customization.

Materials and production time estimates

For handmade goods, recordkeeping isn’t only about receipts. Tracking production time can be just as important. Consider keeping:

• Time spent creating each product type (average minutes or hours)

• Time spent on packaging and shipping

• Time spent on customer messages and customizations

These logs don’t need to be perfect. Even rough averages help you price products appropriately and decide which items scale best. When you combine time data with materials costs and Etsy fees, your pricing becomes much more strategic.

Custom order approvals

Etsy custom orders and personalization can involve back-and-forth communication. Keep the key details: what was requested, what was promised, and what was delivered. If you update a listing description, save the final version so you can reference it later if questions arise.

Keeping records for digital products

If you sell digital products—such as printables, templates, patterns, or digital art—the recordkeeping categories shift slightly. You may have little or no shipping and inventory costs, but you still have important records to keep.

Digital asset creation costs

Keep receipts and invoices for tools you use to create digital products, such as design software subscriptions, fonts, commercial-use graphics, mockup images, and tablet or stylus equipment.

Licensing and usage rights

If you sell products that include licensed elements, keep the license agreements and proof of purchase. Also keep your own license terms for customers, so you can demonstrate what usage rights you granted if a buyer disputes or misuses the file.

Delivery and customer support logs

For digital items, common customer issues include download problems, file compatibility, and misunderstandings about what’s included. Keep records of customer communications and resolutions. Over time, this helps you reduce refunds by improving listing clarity and instructions.

How long should you keep records?

There isn’t one universal rule because it depends on where you live, what tax rules apply, and whether you have special circumstances like inventory accounting or business assets that are depreciated over time. A practical approach is to keep business records for several years after filing your tax return for that period, and to keep records related to major purchases or assets for longer.

Even if you’re not thinking about taxes, marketplaces can surface issues long after a sale: a buyer may reach out months later, a platform may review account activity, or you may need to confirm details for insurance or reimbursement. Keeping your records longer than you think you’ll need is often the easiest insurance policy you can give yourself.

Practical tips to stay organized month after month

Knowing what to keep is one thing; keeping it consistently is another. Here are habits that make recordkeeping manageable.

Do a weekly “money and paperwork” routine

Set aside a weekly time block to:

• Categorize new transactions in your bookkeeping system

• Save and label receipts

• Download key platform reports if you prefer frequent backups

• Review refunds and disputes

Weekly maintenance prevents backlog and keeps your numbers accurate for decision-making.

Reconcile platform payouts to your bank deposits

At least monthly, confirm that the deposits from Etsy, eBay, and Amazon match what their payout reports show. If something doesn’t match, investigate while the details are fresh. This practice catches errors, unexpected fees, and refund timing differences that can otherwise confuse your bookkeeping.

Track profitability per product, not just per shop

Overall shop revenue can look great while certain products lose money. Keep records in a way that allows you to calculate profit per product or product line. That means capturing:

• COGS per item

• Average shipping and packaging cost per item

• Average platform fees per item

• Advertising spend tied to product sales

Even a simple quarterly analysis can reveal where you should focus your time and where you should adjust pricing.

Use consistent categories across platforms

Because each marketplace presents information differently, it’s easy to end up with inconsistent categories. Choose a simple chart of accounts (your list of income and expense categories) and stick to it. For example, you might use categories like “Marketplace Fees,” “Shipping Postage,” “Packaging Supplies,” “Inventory Purchases,” “Advertising,” “Software,” and “Equipment.” When you download platform reports, map their terms into your categories so you can compare Etsy vs eBay vs Amazon on the same basis.

Keep a notes log for unusual events

Some business events won’t make sense if you look only at numbers later. Keep a simple notes log (a document or spreadsheet tab) for items such as:

• A large one-time bulk purchase

• A platform policy change that affected fees or visibility

• A period where you were out of stock

• A spike in refunds due to a supplier issue

These notes help you interpret trends and provide context if someone reviews your records.

Recordkeeping checklist for Etsy, eBay, and Amazon sellers

If you want a quick way to confirm you’re capturing the essentials, use this checklist. Aim to keep records in each category and to back them up regularly.

Income and sales

• Order-level details (item, price, shipping charged, taxes, discounts)

• Payout/settlement statements and payout history

• Annual platform tax forms (if issued)

Fees and adjustments

• Listing, transaction, payment processing, and subscription fees

• Advertising charges and reports

• Refunds, returns, disputes, chargebacks, and adjustments

Inventory and COGS

• Supplier invoices and receipts

• Materials and production inputs for handmade goods

• Inventory counts and write-offs

Shipping and fulfillment

• Shipping label receipts and postage costs

• Tracking and delivery proof for higher-value shipments

• Packaging supplies receipts

• Fulfillment fees and reconciliation reports (especially for FBA)

Operating expenses

• Software and subscriptions

• Equipment purchases and warranties

• Workspace-related records if relevant

• Phone/internet statements if allocating business use

Banking and accounting support

• Business bank and credit card statements

• Bookkeeping exports or backups

Customer and compliance

• Key customer communications for custom orders and disputes

• Policy snapshots and listing versions for important products

• Licenses, certifications, authenticity, and safety documentation where needed

Bringing it all together

When you sell on Etsy, eBay, or Amazon, good records are the quiet engine behind a sustainable business. They help you price confidently, respond to customer issues quickly, and file taxes without stress. More importantly, they reveal the truth about your business: where your profit really comes from and what it truly costs to make each sale.

You don’t need a complicated system to get started. Focus on capturing the essentials—sales, payouts, fees, inventory costs, shipping expenses, and receipts—then build from there as your shop grows. If you maintain your records consistently, you’ll spend less time untangling transactions and more time doing what you actually enjoy: sourcing, creating, listing, and selling products that customers love.