How much does accounting for an online store cost?

If you’re thinking accounting is just about “batch-entering invoices at the end of the month,” you might be in for a surprise. Managing the finances of an online store can be simple – but only if your accounting setup matches your business model. As you’ve probably guessed, online store accounting pricing is not a fixed number. It varies based on several factors: the number of invoices, the type of sales model, whether you use dropshipping or manage your own inventory, and more.

This article is here to walk you through everything you need to know. We’ll break down the key elements that impact cost and provide some real-life pricing examples. That way, you’ll be able to make a smart, informed decision – one that won’t blow your budget but will give you peace of mind and proper financial control.

Ready to dive in? Let’s go!

What affects the cost of accounting for an online store?

One of the most fundamental factors impacting the cost of e-commerce accounting is the volume of documents—sales invoices, cost invoices, and other financial records that need to be processed within a given period.

The more transactions your store generates, the more work it creates for your accountant. For example, owners of small online shops handling just a few dozen invoices per month typically benefit from lower fees. On the other hand, businesses processing hundreds or even over a thousand documents monthly should expect significantly higher costs. In some cases, accounting firms apply an extra charge for every additional set of 100 documents beyond an agreed threshold.

Business type and sales model

The structure of your business and how you sell your products also play a significant role in shaping accounting costs. Stores that maintain their own inventory are handled differently than those operating under a dropshipping model—which often involves more complex documentation and tax considerations.

Dropshipping, in particular, requires a specific approach to tax issues, such as the place of taxation and handling of cross-border VAT, which often means a higher level of accounting support is necessary. That’s why how much an e-commerce accountant costs depends largely on the specific nature of your business operations.

Scope of services

The cost of accounting is also influenced by the scope of services provided by the accounting firm. A basic package typically includes maintaining the Revenue and Expense Ledger (KPiR) or simplified tax records, handling day-to-day documentation, and submitting tax declarations.

As your online store grows, so do your accounting needs. Over time, you may require additional services such as:

• payroll and HR support (if you employ staff),
• filing social security (ZUS) declarations,
• representation before tax authorities,
• international tax reporting and VAT OSS settlements,
• tax consulting and optimization advice.

Each of these services contributes to the overall monthly cost. This is why, even with a similar number of documents, online store accounting pricing can vary significantly. Ultimately, the final price depends on the level of support your business requires.

How to optimize your accounting costs

Accounting is a must — no doubt about it. But that doesn’t mean it has to be expensive. If you run an online store, you actually have plenty of ways to optimize your spending while keeping your documents in order (and your peace of mind intact). Below are a few practical strategies that can help reduce accounting costs — especially in the long run.

Compare offers — not just prices

Step one? Take a close look at what different accounting firms have to offer. Their services can vary widely — both in terms of price and what’s actually included. One firm might charge 600 PLN for something another does for 400 PLN… or vice versa, because the cheaper service may not include support during audits or communication with authorities.

So it’s worth asking not just about the “online store accounting pricing”, but also what that price includes. The best firm isn’t always the cheapest — it’s the one that truly understands your business.

Choose simplified accounting (KPiR) and online tools

If you’re a sole proprietor without employees, the KPiR (Revenue and Expense Ledger) is often more than enough. It’s a simpler form of accounting that can significantly lower your costs — especially when combined with online services.

Nowadays, many firms offer remote accounting, and some work with systems that automatically import invoices from your sales platform. Less manual entry = fewer accountant hours = a lower invoice for you.

Pro tip!

If you’re using an e-commerce platform (like Shopify, WooCommerce, or Baselinker), check whether your accounting provider supports integration. Automating invoice imports saves both time and money.

Choose tailored service packages

Don’t overpay for services you don’t need. If you don’t have any employees, there’s no reason to pay for HR support you won’t use. And if you’re not selling internationally, you probably don’t need VAT OSS handling either. A good accounting firm will help tailor the service scope to your actual needs — without unnecessary extras.

Some firms also offer customized packages, especially for long-term cooperation. It’s a great opportunity to ask for a personalized plan and define what should actually be included in your monthly subscription. That way, it’s easier to manage how much an e-commerce accountant costs in practice.

Good organization is key

You’d be surprised how much you can do yourself to reduce your accountant’s workload — and in turn, your costs. How?

✔ Send documents regularly, not all at once on the 29th of the month.
✔ Make sure your invoices are clear, complete, and properly labeled.
✔ Use invoicing systems that integrate with your accounting software.
✔ Keep your documents well-organized — even if they’re stored in the cloud.

It may sound simple, but that’s exactly what makes it effective. The more organized your documents are, the faster and more efficiently your accountant can work — which directly translates into lower costs.

When is it worth investing in more advanced (and expensive) accounting?

Let’s be honest — we all like to save money. But there are situations where going with the cheapest option can backfire. Sure, online store accounting pricing that starts at “just 99 PLN” might look appealing on a website, but for a more complex business, that kind of “deal” can lead to serious issues down the line.

Below are a few situations where it’s worth seriously considering more advanced (and higher-end) accounting — the kind that truly handles everything from A to Z.

International sales

Are you selling products outside of Poland — to countries like Germany, the Czech Republic, or France? That’s great! But it also comes with additional tax and legal obligations that not every general accountant can handle with confidence.

Here, you need someone experienced in cross-border reporting, who can advise on VAT matters and knows exactly when and how to register you for the OSS system. In such cases, the question “how much does an e-commerce accountant cost” becomes secondary — the priority is getting everything filed correctly and in compliance across multiple jurisdictions.

High sales volume

If you run a store with a high turnover and your inbox is constantly filling up with new orders, it naturally means you’re also generating a large number of accounting documents. And that brings one thing with it — a greater risk of errors, miscommunication, and costly mistakes.

In this scenario, low-cost accounting that simply pushes data through the system on schedule may not be enough. You need a team that has the time and capacity to handle your financials thoroughly, accurately, and consistently. This is where it pays to invest in quality — so you can sleep soundly and avoid any unpleasant surprises from the tax office.

Tax audit

Nobody wants to go through one, but — as the saying goes — better safe than sorry. If you know your business might draw attention from tax authorities (e.g. due to unique sales models, scale of operations, or international transactions), it’s wise to have an accountant who won’t panic at the first letter from the tax office.

Higher-end firms often include — or offer as an add-on — representation before authorities, help with preparing documents for audit, and even on-site support during inspections. And in situations like that, such services can be… priceless.

VAT OSS settlements and foreign warehouses

If you’re using overseas warehouses (e.g. through Amazon FBA), or you’re registered under the VAT OSS system, your accounting becomes significantly more complex. You need to closely monitor sales thresholds for each country, know when and how to submit declarations, and be sure what to report and where.

These are not tasks you can simply “drop into Excel” on the side. Here, you truly need a specialist who knows what they’re doing and won’t make mistakes in the reporting. Because when it comes to OSS, even a small error can lead to penalties — or complete confusion in your VAT reporting across Europe.

So, once again — let’s keep it short and to the point: how much does an e-commerce accountant cost? It all depends on what you do, how many documents you generate, what level of support you need, and who you choose to work with.

Does this mean you have to go for the most expensive package right away? Of course not. The key is to match your accounting setup to the unique needs of your online store. Some business owners only need basic support, while others require full-service care and guidance every step of the way.

So before you choose the first option you see online, take a moment. Look carefully at the online store accounting pricing, compare what’s included, and think about what you truly need.

Don’t be afraid to ask questions. Talk to a few specialists and ask whether the offer can be customized. A good accounting firm won’t just process your invoices — it will be a partner that helps you grow your business without the stress of dealing with tax offices and red tape.

Because that’s what this is really about — letting you focus on sales, not paperwork. And the right accounting partner? That’s one of the best investments you can make for your peace of mind and long-term growth.