How to calculate profit on WB/Ozon orders: a table instead of a makeshift Excel

Why a makeshift Excel setup stops working

While you have 10–20 orders a day, it seems that a CSV export from your WB seller account and an Ozon report already count as "accounting." The seller downloads a CSV, adds a couple of columns, manually enters cost of goods, and tries to figure out how much they earned. A week later there are three files, a month later ten, and each has its own logic: somewhere the commission is already deducted, somewhere logistics is added on, and somewhere returns simply aren't accounted for.

The main problem isn't Excel as a tool, but that orders are scattered across exports and profit is calculated "by eye." You see revenue, but you don't see the margin of a marketplace product — that is, how much actually remains after commission, logistics, cost of goods, advertising, and taxes. As a result, the decision "should I buy this batch" is made on gut feeling rather than numbers.

The second problem is scale. The more SKUs you have and the more often platform tariffs change, the faster a manual spreadsheet turns into a fragile construction where one error in a formula breaks the whole picture. Below is how to set this up properly: with an order log, automatic calculation, and a dashboard, rather than a set of scattered files.

What exactly can be automated

Automation here isn't about "a robot that does everything for you," but about moving routine work into repeatable calculations. Here are the specific steps that usually take up the most time:

• Collecting orders from WB and Ozon exports into a single log. Instead of separate files — one table where each row is an order or an order line with date, SKU, quantity, sale price, and status.
• Calculating the platform commission for each SKU. Commission depends on the category and changes, so it's worth keeping it in a separate reference table and pulling it into the log automatically.
• Accounting for logistics, storage, and paid acceptance. These costs are often "smeared" across reports, and without a dedicated block they simply get lost.
• Linking cost of goods to the SKU. Cost of goods changes from batch to batch, and it needs to be recorded to calculate margin correctly.
• Returns and non-purchases. They need to be subtracted from revenue and the item returned to stock, otherwise profit will be overstated.
• Taxes and advertising. Simplified tax system, patent, or self-employment tax — the rate should be applied to profit, and advertising costs should reduce the total.
• A dashboard by SKU and periods. A summary: revenue, margin, share of profit by product, dynamics by week.

It's exactly this set that fully covers the task of marketplace order accounting — from the order line to the final profit.

The solution step by step — how it's structured

Below is a working logic you can replicate in Google Sheets or Excel. It doesn't require programming, only discipline in structure.

Step 1. Order log

Create an "Orders" sheet with columns: date, marketplace (WB/Ozon), order number, SKU, quantity, sale price, status (purchase/return). Data gets here from platform exports — either by copying or via CSV import. The main rule: one row — one line item, not "the whole order." That makes it easier to calculate by SKU.

Step 2. SKU reference table

A separate "Products" sheet: SKU, name, cost of goods, category, WB commission, Ozon commission. It's also convenient to store dimensions and weight here — logistics depends on them. When tariffs change, you edit one row instead of recalculating the entire file.

Step 3. Calculation for each row

Calculated columns are added to the log:

• Revenue = quantity × sale price (for returns — with a minus sign).
• Commission = revenue × commission rate from the reference table.
• Logistics = a function of weight/dimensions and the platform tariff.
• Cost of goods = quantity × cost of goods from the reference table.
• Margin = revenue − commission − logistics − cost of goods − other expenses.

If you don't want to build this logic from scratch, there's a ready-made option — an order and profit accounting spreadsheet system for WB and Ozon with already linked sheets, formulas, and a dashboard. It covers exactly this layer: order log, automatic calculation of commissions and logistics, margin for each SKU.

Step 4. Period expenses

A separate "Expenses" sheet: advertising, taxes, subscriptions, salaries. These amounts aren't tied to a specific order, so it's more convenient to subtract them at the period level — in the dashboard, rather than in each row. That way you see both unit economics and the overall business profit.

Step 5. Dashboard

A summary sheet that collects: revenue, margin, average margin, top SKUs by profit and by loss. Here too are "what if" scenarios: how profit will change if you raise the price by 5% or reduce the share of advertising costs. This turns the spreadsheet from a "report for yourself" into a decision-making tool.

If you need a deeper level — with ABC analysis and a purchasing plan, take a look at the marketplace seller financial dashboard. And if the task is primarily to correctly track cost of goods and taxes, the financial accounting and costing system for WB and Ozon will fit.

What the business gets

When order accounting is gathered into one system, not only speed changes, but also the quality of decisions:

• Margin is visible for each SKU, not just overall revenue. Products that "sell well but earn poorly" become noticeable.
• Returns stop distorting the picture. You see real profit, not an optimistic one.
• Tariffs and commissions are updated in one place. No need to recalculate the entire file when platform terms change.
• A basis for purchasing appears. You can plan a batch based on actual margin rather than intuition.
• The risk of errors decreases. Formulas calculate the same way every time, unlike manual edits across different files.

In most cases, sellers note that the main benefit isn't saving hours, but that they stop making decisions "by feel." That's the practical answer to the question of how to calculate profit on WB and Ozon orders without chaos.

Where to start

1. Define the minimum data set: SKU, cost of goods, commission, logistics, sale price. Without this, the calculation will be incomplete.

2. Assemble an order log for one month from WB and Ozon exports into one table.

3. Add an SKU reference table with cost of goods and commission rates.

4. Set up formulas for revenue, commission, logistics, and margin.

5. Make a simple dashboard by weeks and SKUs.

6. Test on returns — make sure they reduce revenue and correctly affect margin.

If you don't want to go through these steps manually, start with a ready-made structure — it's faster than building formulas from scratch and debugging them on real data. You can browse all Business solutions in the catalog.

Conclusion

Profit on WB and Ozon orders isn't calculated "in Excel in general," but in a specific structure: an order log, an SKU reference table, expense formulas, and a dashboard. As soon as this structure exists, you stop manually consolidating exports and start seeing the margin of a marketplace product for each SKU. After that, all that's left is to regularly update the data and make decisions based on numbers.

If you'd rather not build the system yourself but take a ready-made one and adapt it to your SKUs, take a look at the order and profit accounting spreadsheet system for WB and Ozon — it's the fastest way to move from scattered files to a clear picture of profit.