Notes on the Etsy Sales Spreadsheet

You can download the spreadsheet here: Etsy Sales Spreadsheet

This Etsy Sales Spreadsheet is not broken down into months but can be used continuously for as many or as few sales as you make. However I suggest starting a new one each year and keeping all that year’s records in it.

I recommend using Cute PDF http://www.cutepdf.com/ to download all your PayPal receipts and electronic receipts for any bills. Cute PDF mimics a printer, allowing you to simply print a page, select Cute PDF as your printer, and then choose a save location for the file. Very handy.

Sales

This page is your main log. You can ignore Shipping page, if you like, but I like to keep track of things like the shipping date, which makes the spreadsheet start to get clumsy if I put it all on one page. Fields are defined and explained below. It comes with one row of Dummy Data.

Date: The date the item was sold.

Items Purchased: The items in the Etsy order (this sheet doesn’t break it down into transactions).

Username: Etsy Username of the purchaser. If you sell off-Etsy (more notes on that later), then create your own schema for making usernames–Twitter name, E-mail address, whatever helps you identify the person.

Order ID: The Etsy Order ID, in case you need to locate it in the future.

Gross: The total of the order before anything has been subtracted. If you’re selling an item for $15.00 and charge $5.00 for shipping, then this would be $20.00.

Shipping Fee: How much you charged to ship the item (necessary for calculating the Etsy fee).

Etsy Fee: This field will calculate itself. It’s set up to add $0.20 + 3.5% fee + an additional 20 cents for each time the item’s been relisted (See Relisted).

Relisted: Number of times the item has been RElisted. The Etsy Fee accounts for it being listed once at a cost of $0.20. If you’ve relisted the item multiple times, put in the number of times relisted. The Etsy Fee cell will automatically add on 20 cents for each time you’ve relisted it.

PP Fee: Enter PayPal’s transaction fee.

Shipping: How much it cost you to ship the item. Don’t forget to add in the cost of your shipping materials (e.g. 0.46 for a box + 1.90 to ship) so that it reflects the actual cost of shipping your order.

Net: This field will calculate itself. Your net profit from the order. This is how much you’ve made after Etsy fee, PayPal fee, and Shipping. This column is added at the top of the page as “Profit” for easy reference. It covers the first 1000 transactions.

Est. Tax: While your Net field (which is summed above the form in “Profit:”) reflects how much you’ve actually earned, you’re going to have to pay some of that in taxes. So if you also want the approximate amount you’ve really earned, fill in what you think you’ll have to pay in taxes.

After Est. Tax: This field will calculate itself. It’s how much you have after all the fees and costs AND you’ve put aside some money for taxes. Congrats, this is about what you’ll be working with…though if you’re lucky, you over-estimates taxes. This column is added at the top of the page as “Profit After Est. Tax” for easy reference. It covers the first 1000 transactions.

PayPal Transaction ID: The PayPal Transaction ID isn’t necessary but is very useful if you want to track down a particular transaction.

IF YOU MADE THE SALE OFF-ETSY: It’s very important to do one little thing. Simply put 0 (zero) in the Etsy Fee field and completely ignore the relisted one. Otherwise it’ll show your profit as being lower than it actually is.

Shipping

A simple shipping log. Useful for tax purposes, since it records every shipment. Keep receipts too. Fields are defined and explained below.

Date: Date shipped

Items Shipped: Items Shipped

Username: The username of the buyer (from your Sales sheet)

Shipping Cost: How much it cost to ship the item. I just put the amount it cost at the post office in this field because I include the packing materials cost in my Supplies sheet.

Order #: Optional, but you can copy in the Etsy Order # from the Sales page, if you like.

Etsy Bills

This is a simple sheet for logging your monthly Etsy bills. Be sure to keep PDFs of the receipts for taxes.

Month: Which month the bill is for (the month in which the bill was incurred, not the month in which it was paid).

Cost: How much the bill is for.

Date Paid: The date you paid your Etsy bill. Note, unless you’re using accrual accounting–and if you don’t know what I’m talking about, you’re not using it–this is the date that’ll determine whether or not you can discount it as part of the year’s expenses. So December 2010 counts as a 2011 expense if you paid it in 2011.

(I’m not a professional tax person, I’ve just been doing this for a few years. Please review other tax advice in order to be sure.)

PayPal Transaction ID: If you’re using PayPal to pay your Etsy Bills, record the transaction ID here so that you can easily find the transaction if necessary.

Supplies

This is a really simple log for all business-related purchases (materials, business cards, whatever you need to run your business).

Date: The date on which the supplies were purchased or the order was placed.

Supplier: The name of the vendor/website/store where you got the supplies.

Supplies Purchased: What you bought.

Cost: The total cost. Save your receipt!

And that’s it. A sometimes-helpful-I-hope, sometimes-you-knew-that guide to the Etsy spreadsheet. Best of luck selling and feel free to pass it along!

– Ruth
http://arkhamarchivist.com/
http://etsy.com/shop/cthulhuchick