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Aprio Cloud Blog

September 28, 2016 at 5:13 PM

Scaling Your Data While Scaling Your E-Commerce and Retail Business

Written by
Matt Nyman
Matt Nyman |
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E-Commerce and Retail Solutions


There is no doubt that today more and more entrepreneurs are able come up with ideas, and shortly thereafter, sell them all over the country and the world. This online trend affects brick and mortar retailers, many of which are looking for alternative ways to grow and sell their products online.

Rather than spending hundreds of thousands of dollars to open up brick and mortar locations, business owners can invest far less to get started with e-commerce offerings.  Ecommerce takes advantage of the infrastructure combined with technology to decentralize businesses.  This is a great option, but in our experience it opens up a lot of questions and concerns as to how the business owner should expand, how it will affect their  tax and compliance, and how they will appropriately track this new delineated flow of sales, costs, fulfillment, and the physical movement of their products.

The business may run via multiple physical or online storefronts, and the inventory and people may live in various warehouses, states, or even countries. This means the data a business owner needs could be in six places at once. However, if the right solutions and processes are in place, business owners could have everything they need to see from a product and operations standpoint. A retail location making the move to e-commerce and a new or existing e-commerce business may have different challenges, but should have a platform where their POS, online sales channels, fulfillment centers, and more, are all centralized.

Where are you selling?

  • Online Channels - Amazon, Shopify, Magento, etc.
  • In store POS - Square, Vend, Shopify, etc.
  • Direct wholesale - Direct invoicing to customers
  • On-the-go - Through your people or at events, could be through a mobile POS

You could be selling from just one channel or location, or all of the above, but you shouldn't be trying to consolidate all the sales data manually. You need it centralized so that you can see what happened, what needs to be fulfilled, how much sales taxes you owe, and if and when you need to order more product.

How are you fulfilling your orders?

  • I do it myself - From your storefront or your garage. It works, but not for long if you want to grow.
  • Amazon FBA - Amazon fulfills orders from their many warehouses in 14+ states, but will charge you a fair share of your proceeds to do it. This also opens you up to state sales tax requirements from the warehouses they fulfill your products from.
  • Outsourced warehouse(s) - Could be Shipwire, could be one warehouse or multiple in 5 states and 3 countries.

Fulfilling your orders on-time, knowing whether you have enough inventory, and the cost of your products and fulfilling them, all becomes increasingly difficult as you start to 'receive' it in multiple places. You may also have multiple stages required to create and ship your products, all of which needs to be tracked to know what it really costs and how long it really takes to stock products and fulfill your orders.

What you need is a centralized inventory solution that integrates with your channels, your fulfillment, and your accounting software.

Your inventory becomes a critical component in terms of running your back office and driving the data that allows you to make decisions. Also, what good is it to have to double-enter any details to account for your sales and costs? Whatever you use for your inventory, it needs to sync with your accounting software, enabling you to  see the whole picture and know it is reconciled back to what's actually happening in your bank account.

Aprio Cloud specializes in helping e-commerce businesses centralize their operations so that they can scale, and so that we can seamlessly do their accounting and handle their compliance. Below is an example of one of the many inventory tools we use to do this that explains the movement of data and what it means for you.

Example of Dear Inventory:

Your products live in the cloud in your Dear system, so everything you do that involves your products happens in Dear.  This includes:

  • Purchasing and receiving your goods, and to multiple locations
  • One-click build of materials to finished goods processes, capturing real unit costs
  • Invoicing your customers for products
  • Reviewing product sales and costs, your inventory on stock, and pretty much anything you want to know about your products across all sales channels and warehouses
  • Adjusting stock on hand

Dear syncs with sales and fulfillment.

  • Online sales channel will all sync into Dear (Amazon, Shopify, and more)
  • POS sales from physical sales will also sync to Dear (Square and Vend are good examples)
  • Fulfillment software can then be ticketed to fulfill your sales right from within Dear

This means your inventory on hand is always in sync.  You can even set low stock warning indicators to remind your team when it's time to stock up. If you can't physically see your inventory every morning, you need a way to know what you have and what's on its way in or out of your warehouse(s) and/or storefront(s).

Dear also syncs with Xero so you and your accountant(s) can seamlessly manage the financial side of your business too.

  • Daily sales invoices with all details you want and ought to see, and can follow up on any invoices or collections seamlessly from Xero
  • Daily purchases so you can manage paying your bills
  • Daily cost of goods sold to accompany the sales that are syncing in, based off true inventory costs and depleting the value of your inventory on your books as it should be

This means daily gross profit across your entire organization can be displayed in one place. It also allows you and your team to easily manage your accounting, or the ability to outsource it, knowing that you are still in control of what matters most to you.

To scale your business you don't have to invest in a building or a tool, you have to invest in a system.

It isn't about where you sell or whether or not you use a system like Dear Inventory. If you don't invest the time up-front into a system and process that will work now and in the long run, you will inevitability have issues running your business and staying in compliance as you grow. Setting up a fully integrated system is not something that should be slapped together overnight. The systems that you will use everyday to operate your business need to be built up on a solid foundation and maintained just like a physical store. The big difference is that you can log into your system from anywhere, and can use it to automate and outsource other functions like your accounting.

So how to start?  Here's an old metaphor:  Even though you may be able to swing a hammer, you probably wouldn't renovate a building on your own. You'd hire someone qualified, then tell them what you're trying to do and what you want to build. The same goes for creating your back-office system. Do yourself a favor and speak with someone with experience. They can help you choose the right tools to save headaches and thousands of dollars in 'repair', like costly corrective accounting work and possibly past due sales taxes you otherwise could have collected up front from your customers if you knew you had to.

At Aprio Cloud we help e-commerce owners like you scale their businesses with setup and training of Xero and robust inventory software like Dear Inventory, as well as provide ongoing accounting, support, business advisory, and tax planning and compliance.

Contact us today to discuss how we can help you scale your e-commerce or retail company.

Let's chat


Matt Nyman

About Matt Nyman

As Aprio Cloud's Director of Global Growth, Matt helps connect our clients and prospects with the right tools, processes, team members, and overall solutions offered by Aprio Cloud. He speaks with hundreds of business owners a year to help determine their needs and how Aprio Cloud and/or their partners can help.