Basic Bookkeeping: Tracking Sales the Easy Way

New to bookkeeping? Don’t panic! You can keep your store’s finances in order using simple steps and easy tools, even if you’ve never done “books” before. This guide gives you a stress-free path to tracking every dollar, payout, and sale.

What Bookkeeping Means for Consignment and Resale Shops

Bookkeeping isn’t just taxes. It’s about knowing what you sold, what you paid out, and what cash is truly yours. With good records, you catch mistakes fast and never lose sleep at tax time!

The Easiest Way to Start Tracking Sales

  • Daily sales log: Write down (or type) each day’s total sales, cash, credit, and payouts. Use a notebook, spreadsheet, or printout from your point-of-sale/consignment software.
  • Consignor payout log: Always record what you owe to each consignor and every actual payout (date, method, amount).
  • Deposit record: List every time you deposit cash, checks, or cards into your bank including deposit date, total, and what period it covers.
  • Expense tracker: Note money you spend on supplies, rent, utilities, or repairs. Save all receipts or scan them to a folder.

Sample Daily Sales Log Layout

  • Date
  • Total Sales
  • Cash Sales
  • Credit Card Sales
  • Consignor Payouts
  • Deposits to Bank
  • Notes/Unusuals (returns, discounts, etc.)

Tips for Simple, Consistent Shop Bookkeeping

  • Count your cash, checks, and credit slides each night right after closing. Compare to sales report or logbook.
  • Make bank deposits regularly never let large amounts of cash build up in store.
  • Use a separate account for store business even if the shop is small. Never mix with personal bills.
  • Check your totals against receipts and payouts weekly. Investigate and fix “off” numbers early don’t wait for tax season.
  • File all paperwork (consignor agreements, receipts, logs) in folders or scan and back up to a secure device.

Why Bookkeeping Mistakes Happen (and How to Avoid Them)

  • Forget to record payouts as expenses: bookkeeping should show only your true earnings after paying consignors.
  • Don’t record cash “moved” to personal use you must log every withdrawal for accuracy and tax time.
  • Lose receipts or supporting docs: snap a phone photo if you might forget to file a paper copy.
  • Fail to double-check math even with software, reviewing occasionally prevents trouble later.

Level Up: Using Consignment Shop Software

  • Good software automates daily sales and payout logs, summarizes deposits, and tracks inventory sold vs. unsold items.
  • View easy reports: profit, sales by day or week, best-selling categories, and how much you owe in consignor payouts or tax.
  • Print statements and year-end summaries for yourself and your consignors.
  • No experience needed BCSS and similar tools are built for retail and beginner-friendly.

FAQ: Bookkeeping for Consignment Shop Owners

Do I need a separate bank account for my shop?

Yes, if possible. It keeps business money clear and makes taxes, payouts, and expenses much easier to track.

Can I use regular accounting software like QuickBooks?

Yes, but it may be overkill for simple shops. Specialized consignment software is often faster and needs less setup, but some owners use both for tax purposes.

How long should I keep sales records and receipts?

Keep all records for at least 3-7 years for tax/security reasons. Scan them if you need to save space, but have backups for safety.

Will software generate my tax forms for me?

Most shop software makes year-end summaries for you or your accountant, showing sales, payouts, and tax amounts. You may still need to fill out forms or give info to your tax pro.

Starter Checklist: Bookkeeping Essentials for Shop Owners

  • Sales and payout log (paper, spreadsheet, or software)
  • Separate bank account for shop
  • Organized receipt filing system (envelopes, folders, scanner)
  • Cash-count sheet/petty cash log
  • Time set aside for weekly/review updates

Next Steps for Stress-Free Shop Finances

  • Choose and start using a daily log (paper, spreadsheet, or software)
  • Commit 10 minutes/day and 30 minutes/week to updating records
  • Read Manual vs. Software Tracking for step-by-step upgrades
  • Get advice from other shop owners on what worked for them

Best Consignment Shop Software – Trusted Since 2002

Software makes bookkeeping almost effortless. Best Consignment Shop Software is built for simple, accurate consignment accounting no monthly fees, one-time payment, and lifetime use. There’s no required prepay for support, you keep all your data, and generating reports is a click away. Since 2002, BCSS has helped owners stay organized, get paid, and relax at tax time.

See a quick demo or learn more now