E-commerce and accounting integration turns every website order into a sales invoice, a stock movement and ledger entries automatically. Cash-on-delivery money is held as a receivable from the courier and cleared when the settlement arrives net of fees; returns reverse the sale and put stock back. EOMS BD builds both the store and the accounting software as custom systems, so everything runs from one admin panel.
- Order, invoice, stock and ledger recorded once and shared by every report
- Courier and gateway settlements matched order by order
- Delivery, COD and gateway fees on separate lines for true profit per order
- Posting rules agreed with your accountant before development
- Source code, database and all access handed over, in writing
What does e-commerce and accounting integration mean?
E-commerce and accounting integration means every order, payment, delivery, refund and return on your website automatically creates the matching invoice, stock movement and ledger entry in your accounting system. Nobody re-types orders into a spreadsheet or posts journal entries by hand.
Many online businesses run two disconnected systems: the store takes orders, and the books are kept somewhere else. At month end someone exports orders, matches courier and payment settlements line by line, chases missing returns and only then sees the real profit. Integration replaces that with a single record of each event, from which every report is generated.
- Order placed: the customer and order records are created on the website.
- Order confirmed: a sales invoice is generated and stock is reserved or reduced.
- Shipped: the courier booking and consignment ID are attached to the order.
- Paid or collected: an online payment arrives through the gateway, or the courier collects cash on delivery.
- Settled: when the courier or gateway pays out net of fees, a receipt and the matching expense are posted.
- Reported: ledgers, trial balance, profit and loss and stock reports update immediately.
From order to invoice to stock to ledger: what gets posted at each step
Each event is mapped once to a posting rule, so the system knows which accounts to debit and credit. You agree these rules with your accountant at the start, and the software applies them consistently from then on.
The table below is a typical example, not accounting advice. When you recognise revenue (on confirmation, dispatch or delivery) is a policy decision that depends on your business and the rules that apply to you, so settle it with your accountant.
| Event | What the system creates | Typical accounting effect |
|---|---|---|
| Order confirmed | Sales invoice, stock reservation | Receivable from customer or courier; sales (per your policy) |
| Goods dispatched | Stock issue | Cost of goods sold recognised; inventory value reduced |
| Advance for a custom order | Receipt voucher | Customer advance held as a liability until delivery |
| Card or wallet payment | Payment record with gateway reference | Receivable from the gateway until payout |
| Cash on delivery completed | Delivered status | Receivable from the courier until settlement |
| Courier or gateway payout | Receipt and expense vouchers | Bank increased; delivery, COD and gateway fees expensed |
| Return or refund | Sales return, stock back in | Sale reversed; return charges expensed |
Purchases follow the same pattern: receiving goods from a supplier creates a purchase invoice, increases stock and records the amount owed to the supplier. The stock count your website shows and the inventory value in your balance sheet therefore come from the same source. See e-commerce with inventory management and staff accounts for the store side of this.
Cash on delivery and courier settlements
With cash on delivery the money sits with the courier first, so a delivered order is held as a receivable from that courier and cleared when the settlement arrives. This is where integration usually saves the most time.
Couriers typically pay out for a batch of orders at once and deduct delivery, COD and return charges. Matching that by hand is slow and error-prone. Because every order carries its consignment ID, the system can match each settlement to its orders and flag anything that does not reconcile. In Bangladesh, for example, stores commonly connect couriers such as Steadfast, Pathao and RedX.
- A separate receivable account per courier
- Settlement matching by consignment ID, with mismatches flagged
- An ageing report of delivered orders not yet settled
- Bank reconciliation of payouts against bank statements
- Automation as far as the courier's API allows; the rest by settlement file upload or manual confirmation
What a courier or payment API exposes (status, charges, settlement detail) depends on the provider and your merchant account, and can change over time. We confirm what your accounts provide before the work is scoped.
Delivery charges, COD fees and payment gateway fees
To see true profit per order you have to subtract delivery cost, COD fees and gateway fees as well as the cost of the goods. In an integrated system those costs are attached to each order rather than buried in a monthly lump sum.
The delivery charge a customer pays and the charge the courier deducts from you are rarely identical, so it helps to keep them in separate accounts: one as income, the other as expense. Payment gateways and mobile wallets such as bKash, Nagad or SSLCommerz also deduct their own fees before paying out; those are recorded as expenses too, with merchant approval and fees handled directly between you and the provider.
- Profit per order: sale price minus cost of goods, delivery cost and gateway fee
- Channel comparison: which courier or payment method costs you more
- Cost of returns: failed-delivery and return charges visible on their own line
With this in place you can spot products or delivery zones that lose money while there is still time to change prices or delivery charges, rather than discovering it after the quarter closes.
Returns, cancellations and partial deliveries
A return reverses the sale, puts resellable goods back into stock and records any return charge as an expense. If returns are not captured properly, profit looks healthy on paper while the bank balance tells a different story.
| Situation | Stock effect | Accounting effect |
|---|---|---|
| Cancelled before dispatch | Reserved stock released | Invoice voided; any advance refunded or held as customer credit |
| Delivery failed, parcel returned | Back into stock after inspection | Sale reversed; courier return charge expensed |
| Customer returns the item | Resellable stock or damaged stock | Sales return and refund; damage written off separately |
| Partial delivery | Only the returned items come back | Invoice partly adjusted |
| Exchange | Old item in, new item out | Price difference collected or refunded |
Who approves each step, for example a store manager confirming that a returned item goes back into sellable stock, is controlled by staff roles and permissions, and every change is recorded in the audit log.
Reports you get once everything is connected
Sales, stock and financial reports all come from the same data, so your store reports and your accounts always agree. Every report can be exported to Excel or PDF for your accountant or auditor.
- Cash book, bank book, general ledger and trial balance
- Profit and loss statement and balance sheet
- Stock levels, inventory valuation and low-stock alerts
- Customer and supplier balances, plus amounts held by each courier
- Sales and profit by product, category and period
- Expenses by category (advertising, delivery, rent, payroll and so on)
- VAT or sales-tax summaries in a general format; check the current rules with NBR in Bangladesh, or your own tax authority, and your accountant
Software organises the records and produces reports; tax decisions and filing remain the responsibility of the business and its accountant. Multi-branch businesses can keep branch-level books with a consolidated view, and the interface can run in English and Bangla.
How EOMS BD builds the integration
EOMS BD develops both custom e-commerce websites and custom accounting software, so orders, stock and accounts can run from one admin panel. If you already have a store, we review its code and data access first and tell you whether connecting it is practical.
- Discovery: your order flow, couriers, payment methods, branches and reporting needs.
- Posting rules: chart of accounts and event-to-entry mapping, agreed with your accountant.
- Written quote: a written, line-by-line quote with first-year and later-year costs listed separately and no hidden charges.
- Three milestone instalments: an advance, after the homepage design is approved, and after the admin panel is complete, with each stage shown on a demo link before the next payment.
- Testing and launch: real orders, returns and settlements run through end to end before handover.
How EOMS BD helps: 15 years in e-commerce, 13 years as Head of IT in Saudi Arabia, clients in the USA, UK and Malaysia, and 150+ e-commerce sites running in Bangladesh. We build with Laravel (backend and REST API), Next.js/React, MySQL and Redis, not WordPress. Your domain is registered in your name and hosting sits in your account; the full admin panel, source code, database and all credentials are handed over, in writing, with no vendor lock-in. After launch you get 6 months of free support, 1 year of free bug fixing and daily backups. New features are priced and agreed before work starts. WhatsApp: +880 1784-222255.
If you only need the accounting side, see custom accounting software development. For what affects the budget, read what drives the cost of custom accounting software, and for ownership terms see accounting software with full source code.
See our work and hear from our clients
Frequently asked questions
Can you connect accounting to the store I already have?
Often, yes, but it depends on how your current store is built, whether you have its source code and database access, and how clean the order data is. We review the code and data first, tell you whether integration is practical, and then send a written quote.
Will courier and payment data come in automatically?
As much as each provider's API allows. Status updates and settlement details that the API does not expose are handled by uploading the provider's settlement file or by manual confirmation. We check what your merchant accounts provide before scoping.
Does the software file VAT or sales-tax returns for me?
It can organise sales, purchase and tax data and produce summaries in a general format. The rules that apply to your business, and the filing itself, should be checked with your accountant and the current requirements of NBR in Bangladesh or your own tax authority.
How much does integration cost?
It depends on the modules you need, how many couriers and payment methods are connected, the number of users and branches, and how much historical data has to be migrated. You receive a written, line-by-line quote with first-year and later-year costs listed separately and no hidden charges.
How are payments structured?
In three milestone instalments: an advance, after the homepage design is approved, and after the admin panel is complete. Each stage is shown on a demo or test link so you can check the work before paying the next instalment.
Who owns the code and the financial data?
You do. The domain is registered in your name, hosting is in your own account, and the full admin panel, source code, database and credentials are handed over. This is written into the quotation, and there is no lock-in if you later move to another developer.