Etsy tells you what it paid out. It doesn't tell you what you earned. This Etsy bookkeeping spreadsheet puts your sales, shop fees and expenses into one workbook and works out the difference as you type — so the number at the bottom is a figure you can stand behind, not a guess you rebuild in April.
| Date | Order # | Total | Refund |
|---|---|---|---|
| Oct 28 | #8821 | $432 | $0 |
| Oct 29 | #8822 | $576 | $12 |
Illustrative example — the workbook itself is a clean spreadsheet.
This slip is a picture of the idea, not the product: type your own month into it and watch the payout and the kept figure move. In the workbook itself, the same story is kept for real — sales, shop fees and expenses recorded together, with the formulas built in.
The payout hits your account on a Tuesday and it looks like a good week — until you start counting what it cost to get there. This is usually the moment an Etsy bookkeeping spreadsheet stops looking like admin and starts looking like something you need. Because a payout is a cash movement, not a profit figure. The fees come out before the money ever reaches you, the mailers and tissue paper and labels come out of your own pocket, and the two never meet anywhere you can look at them side by side.
So the truth gets postponed. To a Sunday afternoon. To the end of the quarter. To the week before your return is due, when you sit down with a bank statement, a folder of emails and a stack of packaging receipts, and try to reconstruct twelve months of small events from fragments. It takes days, it is nobody's idea of a good time, and it happens again next year.
That gap isn't a discipline problem. Etsy's payout was never designed to answer the question you're asking. What you need is a record where the money coming in and the money going out sit next to each other, permanently, in the same place — and that is precisely what this workbook is. It arrives as a ready-made Excel file with the structure already decided: sales recorded as they happen, shop fees recorded as their own stream, expenses recorded when you buy the thing. You type what happened. The built-in formulas add it up and show you what's left.
One thing worth saying plainly before you read on: the visuals and interactive elements on this page are illustrations, made only to introduce the product and show what it is for. The product itself is the Excel workbook described here — those illustrations are not part of the file you receive.
What changes is smaller and more useful than a promise of perfect books. You stop keeping three half-records in three places. You stop discovering in March that a fee you'd forgotten about has been quietly eating your margin all year. When someone asks whether the shop is actually making money, you open a file and read a number instead of changing the subject.
Most sellers keep sales in Etsy's dashboard, fees in a folder of statements, and expenses in their head. Nothing adds up because nothing is next to anything else. Here, the money in and the money out live in the same workbook, so a sale and the fee it attracted are two rows in one file rather than two facts you have to reconcile later. That single change — everything in one place — is what makes a total mean anything.
Because the formulas are built in, the totals don't wait for you to finish the month. Every entry you add recalculates the running figures straight away, which means you can see the effect of a decision while it's still a decision: a new mailer size, a run of discounted orders, a month where the fees crept up without you noticing. Etsy seller bookkeeping stops being an autopsy and becomes something you glance at.
Etsy takes its share in more than one place, and the amounts arrive on different statements at different times. A generic small-business template has nowhere sensible to put that. This workbook treats shop fees as a first-class part of the record rather than a footnote to a sale, so your Etsy fees and expenses are counted in full rather than estimated from memory. After a couple of months you can see, in your own numbers, what your fee load actually costs you.
The days you currently lose in April are days spent reassembling a year from fragments. When the year has been recorded as it happened, the annual picture is already assembled — sales, fees and expenses in one file, in a form you can read from or hand over. You're not promising yourself you'll be more organised next year. You're simply reading what you already wrote down.
The file is yours after checkout: no subscription, no expiry, nothing that stops working when a renewal date passes. That matters for a shop still finding its shape. You can keep a clean master and save a copy for each period, carry the same structure into the next year, and pay nothing further to do it. The workbook grows into your habits instead of locking you into someone else's idea of how a year should be divided.
Excel, Google Sheets and LibreOffice Calc all open the workbook, so it fits whatever you already work in — the desktop you do your accounts on, the laptop you take to markets, the free suite on an older machine. There's nothing to install and no account to create. You download it, and it's there.
The workbook is organised around the three things that decide whether a shop makes money, and the relationship between them. One part holds your sales: the orders that brought money in, recorded with enough detail that you can recognise each one later. A second holds shop fees, kept as their own stream rather than folded silently into the sale figure. A third holds the expenses you pay for yourself to keep the shop running — packaging, supplies, postage, the small tools and materials that never appear in a payout at all.
A final part brings the three together. It draws on what you've recorded and produces the figure those streams exist to answer: what the shop actually kept. Because that view is built from your entries rather than typed in separately, it can't quietly drift away from the underlying record — correct a row, and the totals follow.
The parts are designed to be used in the order your month happens. A sale is entered when it sells, a fee when it's charged, an expense when you buy the thing. Nothing has to be done at the end of the month except looking.
The first sheet you open — the workbook's starting point.
Pick a month and see that month's totals and what the shop kept.
Where sales and their fees are recorded as they happen.
Where shop expenses are recorded as you pay them.
One of the supporting sheets the workbook's working sheets draw on.
One of the supporting sheets the workbook's working sheets draw on.
One of the supporting sheets the workbook's working sheets draw on.
One of the supporting sheets the workbook's working sheets draw on.
Short walkthroughs for this workbook. Nothing loads until you press play.
Short, focused walkthroughs of the Etsy Bookkeeping Spreadsheet are being recorded — getting started, working each sheet, and the month-end routine. When they are published, they will appear right here, filed under the categories above.
Shop Profit Check — the workbook's core job in miniature, running live in your browser. Record a few sales with the fees paid on them and a few expenses, and see the profit the shop actually kept. It runs entirely here: nothing is stored, and no data leaves the page. The full workbook remains the complete version.
Record a few sales with the fees paid on them and a few expenses, and see the profit the shop actually kept — the workbook’s whole purpose in miniature. Type the fees as Etsy charged them; this check does not know Etsy’s rates and does not estimate them. Amounts are in whatever currency your shop uses, shown to 2 decimals with no symbol. A blank amount counts as 0.
| Date | Item | Sale amount | Etsy fees paid on this sale | |
|---|---|---|---|---|
| Date | Description | Type | Amount | |
|---|---|---|---|---|
A negative or non-numeric amount is rejected — it counts as 0 until it is fixed.
This check shows up to 12 rows in each table. That limit belongs to this tool only and says nothing about the workbook — the file itself is the complete version.
This is for Etsy sellers who do their own bookkeeping: the maker who handles orders by day and records by night, the seller whose shop has outgrown a notes app, the person who dreads gathering a year of statements. If you are comfortable typing numbers into a spreadsheet, you have every skill it asks for.
It is not for sellers who want software that connects to Etsy and fills itself in. You type your records yourself. And it is not tax software: it keeps your records tidy but does not file or advise.
You pay once on Etsy, and the file is yours to keep and reuse.
The file is available the moment checkout completes, with nothing shipped and no waiting.
Open the workbook in the spreadsheet app you already use and record your first sale — the built-in formulas take over from there.
The workbook opens in Microsoft Excel, Google Sheets and LibreOffice Calc, so you can use whichever you already have. The file is available the moment checkout completes, with nothing shipped and no waiting. You pay once on Etsy, and the file is yours to keep and reuse.
Yes. This is a spreadsheet rather than an app that connects to your Etsy shop, so the figures get in because you enter them. In practice that's a few minutes at the end of a selling day, or one catch-up session a week using your payout statements for the fee side. The formulas take over from there.
No. It is a bookkeeping spreadsheet. It helps you keep clear records through the year so tax time starts from something organized. Filing and tax rules are a conversation for a tax professional.
You can. The file opens in Google Sheets and LibreOffice Calc as well as Excel, and the built-in formulas keep working in all three. If you already do everything in a browser, opening it in Google Sheets means no software purchase at all.
You pay once on Etsy, and the file is yours to keep and reuse.
Instant download after checkout. One payment, and the workbook is yours to keep.