Why the reports do not match
Three things make sales data messy. The column names differ. The currencies differ. And the dates differ, because a sale on the last day of a month may appear in the next month's report.
Key takeaway: Do not try to make the platforms agree. Normalize the columns, keep currencies apart and compare against payments.
Step 1: export every report
Download the report for the same period from each platform. A month at a time is easiest to check. If you want a yearly view, still keep the monthly files so you can find a mistake later.
Step 2: save everything as CSV
CSV is plain text, so one tool can read files from every platform. If a report comes as an Excel file, open it and use "Save as CSV".
Step 3: match the columns by meaning
You need five things from every row: date, book title, units sold, royalty earned and currency. The names vary, so look at the content, not the header. The sales dashboard guesses which column is which and lets you correct the guess before it adds anything up.
Step 4: keep currencies separate
Pounds, euros and dollars cannot be added. The dashboard totals each currency on its own and never converts. If you need one figure, convert at the rate on the day you were paid and record the rate you used.
Step 5: group by month and book
Total by month first. Then group by book. The monthly view shows seasons and launches. The book view shows which titles earn their keep.
Step 6: reconcile with payments
Platforms pay on their own schedule, often a month or more after the sale. At least once a quarter, compare your report totals with the money in your account. A gap usually means returns, timing or a missing report.
The spreadsheet method
If you prefer a spreadsheet, the steps are the same. Create one sheet with the columns Date, Platform, Title, Units, Royalty and Currency. Paste each platform's rows underneath, mapping columns as you go. Then make a pivot table with Month on rows, Currency and Platform on columns and the sum of Royalty as values.
Sanity checks before you trust the totals
- Do the number of rows and the units match the platform's own summary?
- Are there duplicate rows from loading the same file twice?
- Are all dates in the same format, so months group properly?
- Is any title spelled two ways, splitting one book into two lines?
- Do negative values (returns) look reasonable?
A small record to keep for every title
| Field | Why it helps | Example |
|---|---|---|
| Printing cost | Shows profit per copy | $4.00 |
| Price and change date | Links sales jumps to causes | $12.99 from 1 March |
| Promotion dates | Explains spikes | Free days 5 to 9 April |
Privacy
Sales reports can contain sensitive business data. The sales dashboard reads your files inside your browser and does not upload them. If you use a spreadsheet, keep the files in a private folder.
What to do with the numbers
- Spot your best month and ask what you did differently.
- Compare platforms per title, not in total.
- Decide where extra marketing effort is worth it.
- Set aside money for tax as you earn it.
What to track beyond royalties
- Printing cost per copy, so you see profit per title.
- Price changes and dates, so you can link sales jumps to causes.
- Free promotion days, which add units but no royalty.
If you are still choosing a price, see how to price a paperback, and compare platforms in KDP vs Barnes & Noble Press vs IngramSpark vs Lulu.
Check before you rely on it
Your tax position depends on where you live. Use platform tax documents and a qualified adviser for filing. This guide is about tracking, not tax advice.
