Amazon Seller Settlement
to QuickBooks — Free CSV Converter

Why Amazon Settlement Reports Need Conversion for QuickBooks

Amazon Seller Central settlement reports are designed for Amazon's internal accounting, not for QuickBooks. Each settlement period generates a detailed CSV with dozens of rows per order — product price, shipping credits, FBA fulfillment fees, referral fees, marketplace facilitator tax, and promotions are all separate line items. Trying to import this raw data into QuickBooks results in hundreds of individual transactions that are nearly impossible to reconcile against your bank deposits. The dates use ISO 8601 format (YYYY-MM-DD) instead of the MM/DD/YYYY format QuickBooks expects, and the column structure doesn't match QuickBooks' import template.

Common Amazon Settlement Import Problems

When attempting to import a raw Amazon settlement CSV into QuickBooks, sellers commonly encounter these issues:

• Multiple rows per order — A single $29.99 order can generate 5-10 CSV rows: product price ($29.99), shipping credit ($3.99), FBA fulfillment fee (-$4.50), referral fee (-$3.60), and marketplace tax (-$2.10). QuickBooks doesn't know how to group these together.
• “Date format not recognized” — QuickBooks rejects ISO 8601 dates (2025-01-15T14:30:22+00:00). It requires MM/DD/YYYY format and will refuse to import any file containing dates it can't parse.
• Fee reconciliation nightmare — Amazon deducts FBA fees, referral fees, and other charges before settling to your bank account. Without proper fee categorization, your gross sales, net deposits, and fee expenses won't balance in QuickBooks.
• Refund confusion — Refunds appear as separate “Refund” transaction-type rows with negative amounts, plus fee reversal rows. Matching these back to original orders is tedious without automated aggregation.
• Service fees buried in data — Monthly subscription fees, advertising charges, and storage fees are mixed in with order-level transactions, making it hard to separate operational costs from cost-of-goods-sold expenses.

How the Converter Fixes These Issues

The Amazon Seller to QuickBooks Converter addresses every compatibility gap between Amazon's settlement report format and QuickBooks' import requirements:

• Order aggregation — All rows sharing the same order-id are combined into a single entry with the net amount. Five rows for one order become one clean QuickBooks transaction. Optionally, fees can be kept as separate categorized line items for detailed expense tracking.
• Automatic date reformatting — Every date is converted from ISO 8601 (YYYY-MM-DDThh:mm:ss+00:00) to MM/DD/YYYY, the format QuickBooks expects across all versions.
• Fee categorization — FBA fulfillment fees, referral fees, variable closing fees, and shipping charges are each tagged with descriptive labels. This makes it easy to categorize them under the right expense accounts in your chart of accounts.
• Refund handling — Refund transactions are properly converted to negative amounts and clearly labeled. When aggregating by order, refund amounts are netted against the original order total.
• Column mapping — Amazon's settlement columns are mapped to the exact headers QuickBooks requires. QBO and Self-Employed get Date/Description/Amount; Desktop gets Date/Description/Credit/Debit.

Understanding Amazon Seller Fees in Settlement Reports

Amazon's settlement reports contain several fee types that sellers need to track accurately for tax and profitability reporting:

• FBA Fulfillment Fees — Per-unit fees for picking, packing, and shipping your products from Amazon's fulfillment centers. These appear as “FBAPerUnitFulfillmentFee” in the amount-description column.
• Referral Fees (Commission) — Amazon's percentage-based selling fee, typically 8-15% depending on category. Shows as “Commission” in the amount-description column.
• Variable Closing Fees — Additional per-item fees charged on media categories (books, DVDs, etc.).
• Marketplace Facilitator Tax — Sales tax collected and remitted by Amazon on your behalf. Appears as “MarketplaceFacilitatorTax” and should typically be excluded from your income calculations since Amazon handles the remittance.
• Service Fees — Monthly Professional seller subscription ($39.99/month), advertising charges, and other platform fees that aren't tied to specific orders.

Importing into QuickBooks Online

After converting your Amazon settlement CSV, follow these steps to import into QuickBooks Online:

1. Log into QuickBooks Online and navigate to Banking from the left sidebar.
2. Click Upload transactions (or “Link account” → “Upload from file” if this is your first import).
3. Select the converted CSV file from your computer.
4. QuickBooks will display a column mapping preview — verify that Date, Description, and Amount are mapped correctly.
5. Choose the QuickBooks account to import into (e.g., “Amazon Seller” or “Amazon Payments”).
6. Click Import to complete the process. Transactions will appear in the “For Review” tab.

Tip: Name it “Amazon Seller Account” — Amazon settles bi-weekly, so you may want to reconcile per settlement period.

Importing into QuickBooks Desktop

For QuickBooks Desktop (Pro, Premier, or Enterprise), use the Web Connect import method:

1. Open QuickBooks Desktop and go to File → Utilities → Import → Web Connect Files.
2. Browse to and select your converted file.
3. QuickBooks will prompt you to select the account for the imported transactions.
4. Click Continue to import. Transactions will appear in the bank register for review.

After import, verify that aggregated orders show correct totals — each Amazon order may have combined multiple settlement rows.

Alternatively, you can use our CSV to IIF Converter to generate an IIF file, which can be imported via File → Utilities → Import → IIF Files.

Amazon Seller Bookkeeping Best Practices

Properly tracking Amazon sales and fees is essential for accurate financial reporting and tax preparation. Here are the recommended practices:

• Create dedicated Amazon accounts — Set up an “Amazon Seller” bank account in QuickBooks to track all Amazon-related transactions separately from your regular business bank account. This makes reconciliation against Amazon's bi-weekly settlement deposits straightforward.
• Use fee categorization for expense tracking — Enable fee categorization in the converter to create separate line items for FBA fees, referral fees, and shipping charges. Map these to dedicated expense accounts like “Amazon FBA Fees” and “Amazon Referral Fees” in your chart of accounts.
• Reconcile by settlement period — Amazon pays sellers on a bi-weekly settlement cycle. Import and reconcile one settlement period at a time, matching the total deposit to your bank statement. The converter's net amount should match your bank deposit for each settlement.
• Track marketplace tax separately — Since Amazon collects and remits marketplace facilitator tax on your behalf in most states, these amounts should be tracked but typically not included in your own sales tax liability calculations.

For a deeper dive into managing Amazon seller finances, read our comprehensive Amazon Accounting Guide — covering FBA fee structures, inventory accounting, multi-marketplace strategies, and tax considerations specific to Amazon sellers.

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