Ecommerce Bookkeeping in the Philippines: Recons & Chargebacks

Open your payouts dashboard and you’ll see the truth fast: revenue is noisy; cash is binary. Did the money land or not? Between platform fees, rolling promos, gateway holds, and the occasional friendly‑fraud hit, ecommerce finance can feel like weather—lots of signals, low visibility.

Bookkeeping is the visibility layer. Not busywork—air‑traffic control. When reconciliations run weekly and chargebacks are handled with evidence, leaders stop “feeling” their way through decisions and start allocating with confidence. That’s exactly what a Revaya‑hired Philippines team delivers: disciplined capture, fast closes, and fewer surprises—at a cost structure that improves ROI instead of bloating it.

Why bookkeeping is a growth lever (not a chore)

Growth breaks finances first: multiple channels (Shopify, Amazon, Stripe), rolling promos, chargebacks, and 3PL fees. Without disciplined capture and reconciliation, you’re deciding on inventory, hiring, and ad spend with foggy dashboards. A Revaya‑hired Philippines team restores clarity—accurate, timely, secure—so leadership can move faster with less risk.

What your Revaya bookkeeper actually does

A strong bookkeeper is the quiet backbone of a healthy ecommerce finance function. It’s not “data entry.” It’s building a system that captures every cent moving in and out, flags anomalies early, and turns raw activity into financial intelligence you can act on. Responsibilities flex by size and channel mix, but these are the pillars your Revaya‑hired Philippines team will run day to day:

Transaction management. Every order, fee, refund, charge, and expense is recorded and coded to the right accounts and dimensions (sales, COGS, shipping income/expense, discounts, gateway fees, sales tax). Marketplace nuances are handled correctly (Amazon vs. Shopify vs. wholesale), so tax filings stay clean and product margins are real, not theoretical.

Reconciliations & month‑end close. Bank, credit card, and processor statements rarely match internal records on the first pass. We reconcile weekly (and close monthly) to catch discrepancies before they spiral—tying Shopify/Amazon statements → Stripe/PayPal/Amazon Pay → bank deposits, and matching 3PL invoices to shipped units. Timing differences and promo write‑offs are documented, not guessed.

Invoicing/AR, AP & payroll support. Cash moves when follow‑ups happen. We send invoices promptly, chase overdue AR with friendly but firm cadence, and schedule AP to protect supplier terms and inventory priority. Payroll data is prepped accurately so people are paid on time and withholdings are right—avoiding compliance headaches.

Chargebacks & disputes. Disputes become winnable when evidence is organized. We assemble reason‑code packets (proof of delivery, CX transcripts, product pages/terms, refund policy), submit inside the window, and track win rates by code—then loop insights back to CX and fulfillment to reduce future hits.

Foundational & decision‑ready reporting. On‑time P&L and cash flow are table stakes. We add SKU‑ and channel‑level margin snapshots, cohort‑aware refund analysis, and a one‑page narrative of what changed and why—so leaders can decide on inventory, ads, and hiring with confidence.

Controls & audit trail. Maker‑checker approvals, role‑based access, and documented close checklists keep errors down and accountability up. Every adjustment has a reason, an owner, and a timestamp.

Continuous improvement. We don’t just report last month—we tune the system. If disputes spike for one carrier or refund rates climb for a SKU, we surface the signal and partner with ops/CX to fix root causes.

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Tooling, controls, and security—handled

Your team works inside your stack (QuickBooks or Xero, A2X, Stripe/PayPal, Amazon/Shopify, 3PL portals). Revaya implements role‑based access, maker‑checker approvals, and documented close checklists. We manage hiring, payroll, and compliance; you keep focus on strategy.

The ROI case for hiring through Revaya

Rigorous vetting (under 2% pass rate) and ongoing QA means fewer errors and faster closes. Clients typically save 50–70% vs. US payroll while improving accuracy and dispute outcomes. Cultural alignment and clear SLAs keep the cadence tight, not chaotic.

When to bring us in

You’re scaling across channels, your books lag 2–6 weeks, chargebacks feel random, or cash never quite matches sales. That’s the moment a Philippines team—hired and managed by Revaya—turns finance from a bottleneck into a strategic signal.