How We Work
One workspace. Every document, decision, and conversation in one place
Every EcomCount client gets a dedicated Microsoft Teams workspace and SharePoint library. Not a portal. Not a shared inbox. A structured environment where settlement reports, tax filings, and inventory records do not depend on anyone's memory.
A single environment for the entire relationship
Decisions made during a Q4 peak should not have to be reconstructed in April. Settlement reports uploaded in January should not be hunted down in March. We built this practice so that neither scenario happens.
Every engagement runs inside a dedicated Microsoft Teams workspace and SharePoint document library, created for your business alone. Settlement reports, platform tax notices, inventory records, filings, call recordings, and decisions accumulate in one searchable place for the full life of the engagement.
There is also a practical reason our clients appreciate: sellers running multi-channel operations already coordinate suppliers, 3PLs, and virtual assistants across chat tools and shared drives every day. Teams and SharePoint are not a new workflow to learn. The environment is familiar from day one.
From introduction to ongoing engagement
We discuss your channels, current bookkeeping, tax registrations, and whether we're the right fit to work together.
The review allows us to understand the current condition of your file before accepting the engagement. Every seller's history across channels is different, and the review ensures we define the right scope of work and an accurate fixed-fee proposal.
A fixed-fee proposal based on the actual condition of your file. If we proceed together, a new engagement agreement governs the working relationship going forward.
A dedicated Teams workspace and SharePoint library are configured for your business. The workspace opened during the review remains in place, so settlement reports and context do not need to be migrated.
Ongoing work begins. Settlement reconciliation, document requests, updates, calls, and messaging happen inside the workspace for the full life of the engagement.
One workspace, per client
The workspace is not a generic client portal. It is a dedicated Teams team and SharePoint library for your business, with access controlled around the people involved in your file.
Nothing is shared with other clients. The channel structure below reflects how work is organized inside the workspace.
What you bring. What you get back.
Your responsibilities
Bank statements, supplier invoices, settlement reports, and contracts go into SharePoint throughout the year, not sorted and submitted once during the filing window.
Questions about tax, platform fees, or structure go into the relevant Teams channel. Email is for introductions only.
At each monthly close, outstanding reconciliation items or settlement mismatches are posted in the workspace. Timely responses keep the books current.
Filings, remittances, and other decisions are posted to the workspace for review before submission. Approval happens in Teams.
What you get back
A named channel for every topic. Async-first communication means you reach out when it suits you, responses arrive in context, and video calls happen inside the same workspace with recordings saved when used.
When a tax authority reviews a decision, the record exists: message, document, or transcript. No reconstruction from memory, no missing email chain.
Microsoft 365 Business supports encryption, multi-factor authentication, and controlled access when configured appropriately. Your financial data does not live in anyone's personal inbox.
Why we work on a monthly retainer
Most accounting practices see e-commerce sellers once a year, at tax time. Settlement reports arrive in a pile, questions accumulate, and decisions that could have been made before peak season get handled after it, under deadline pressure. We built this practice to work differently.
A monthly retainer means the relationship is active throughout the year. When settlement data and filings flow into the workspace continuously, we can see the channel-by-channel picture as it develops, not after the fact.
The file is always current
When settlement reports and filings arrive throughout the year, context is not lost to time. There is no reconstruction exercise before each filing deadline. The numbers are already there.
Ongoing visibility into the numbers
Changes in channel mix, ad spend, fee structures, or margins are visible as they happen. We monitor the picture across every platform throughout the year, not at the end of it.
Preventive decisions, not reactive ones
Sales tax nexus thresholds, VAT registration timing, and inventory write-offs have real answers when the books are current. They become guesswork when addressed after the fact.
This is not the right fit for everyone
We are direct about this because the engagement model is fixed. Understanding where we do not fit saves time on both sides.
This service is not designed for sellers who want to submit records once a year for tax preparation only. The New Client File Review, monthly retainer structure, and workspace model apply to every engagement.
The workspace model is not optional. Every document, communication, and decision flows through the dedicated environment. If you prefer email or a different platform, we are not the right fit.
This service is not designed for urgent engagements without a prior New Client File Review. The review typically takes 2 to 5 business days and must precede any ongoing work.
Using the workspace
Do I need a Microsoft account to use Teams?
You do not need an existing Microsoft 365 subscription. We provide access instructions for joining the Teams workspace, usually through a browser or a free Microsoft account. Some access steps may depend on Microsoft guest permissions and security settings.
Can I use Teams entirely in a browser?
Yes. Microsoft Teams has a full-featured web app at teams.microsoft.com that works in any modern browser. Installing the desktop app is optional and never required.
Can my bookkeeper, VA, or business partner be added to the workspace?
Yes. Additional members can be added to the workspace at any time. We ask that you let us know who you would like to add and in what capacity, so that channel access is configured appropriately for their role.
What happens to the workspace if we stop working together?
At the end of an engagement, we provide copies of client records and final deliverables so your records remain in your possession. Handling of workspace content, internal records, and retention obligations follows the engagement agreement and applicable professional requirements.
Are calls recorded only with consent?
Yes. Recordings are initiated only when both parties are aware and agree. Microsoft Teams displays a visible notification to all participants when a recording is in progress, and recordings are stored in the workspace rather than on any personal device.
If this way of working suits you, we are likely a good fit
We ask every prospective client to read this page before making contact. If you are comfortable working inside Teams and SharePoint, send a brief description of your channels and current accounting situation.
Start with a file review