Portuguese E-commerce: How to Archive Invoices from Amazon, Etsy, and Shopify

It's the 9th of the month. Your accountant just asked for the fee invoices from Amazon Seller Central, the payment-processing statement from Shopify, and "whatever it is Etsy sends." You log into three different dashboards, get lost in three different menus, and by the time you've downloaded everything, half the files are named Invoice-INV-20250400123.pdf and you have no idea which marketplace they came from.

Anyone running a Portuguese e-commerce small business recognizes this scene. The products ship. The money moves. But the paperwork lives in a dozen back-ends, and nobody designed them for a Portuguese accountant in a hurry — the digital invoice archive requirements page covers what AT expects from all of those documents once collected.

The Real Problem With Marketplace Invoices

It's not that the documents are hidden. They're usually two clicks from the dashboard. The problem is that every marketplace does it slightly differently, and none of them was built for Portuguese tax compliance.

Three friction points repeat across almost every seller we talk to:

You have multiple invoice types per marketplace. Amazon alone will generate seller fee invoices, FBA storage invoices, advertising invoices, and referral fee tax invoices — each in its own section, each on its own schedule.

The NIF is often missing or wrong. Marketplaces default to a generic billing address unless you explicitly configure Portuguese tax details. If your NIF isn't on the invoice, your accountant can't claim VAT on it.

The files download with opaque names. EU_INVOICE_AEU-INV-EU-24-0-123.pdf tells you nothing at a glance. Multiply by 40 invoices across three platforms and archive retrieval becomes its own job.

Below is the monthly workflow that actually holds up. It assumes one thing: that you want your accountant to be able to reconcile the month without emailing you three times.

1. Set the Billing Details Once, Properly

Before you download a single invoice, fix the source. Each marketplace has a tax settings screen buried somewhere. Find it and fill in:

• Legal business name exactly as it appears on your Autoridade Tributária registration
• Portuguese NIF (with the PT prefix on Amazon and Shopify, without it on Etsy — each platform validates it differently)
• Full billing address, including postal code
• VAT-registered status if applicable (this changes whether the marketplace charges you VAT or applies the reverse-charge mechanism)

Amazon Seller Central hides this under Settings → Account Info → Tax Information. Shopify keeps it under Settings → Billing → Tax registration. Etsy's is under Finances → Legal and tax information.

Spend 20 minutes on this once and every future invoice will come out correctly. Skip it and you'll be emailing support tickets asking for reissued documents with the NIF added — which takes days when it works and weeks when it doesn't.

2. Pick a Monthly Collection Day

The single most useful habit: a fixed day of the month when you collect everything. Not "when the accountant asks." Not "when I remember."

The second or third business day of the following month works well. By then, every marketplace has closed out the previous month's billing and the files are available. Any earlier and you risk missing late adjustments.

Put it on the calendar. 30 minutes, recurring. That's your marketplace invoice day.

3. Know Exactly Where Each Invoice Lives

This is the part that kills new sellers — each marketplace buries the invoices in a slightly different place, and the menus change every year. Here's what's stable enough to rely on:

Amazon Seller Central:

• Seller fee invoices: Reports → Tax Document Library → Seller Fee Tax Invoices
• FBA storage and handling: same location, filtered by document type
• Advertising invoices: Advertising → Billing and payments → Tax invoices (separate menu, easy to miss)
• If you sell across multiple European marketplaces (Amazon.es, .fr, .it), each generates its own set — switch marketplace in the top bar and repeat

Shopify:

• Platform subscription: Settings → Billing → Bills
• Shopify Payments processing fees: same Bills page, listed as separate entries
• Shopify Shipping and any apps billed through Shopify: also in the Bills list
• Invoices download individually as PDF, one click each

Etsy:

• Monthly statement: Finances → Monthly statements. This one is a summary, not an invoice — but it's the document your accountant needs because Etsy bundles listing fees, transaction fees, and advertising into a single billing event
• VAT invoices for EU sellers are issued separately under Finances → VAT invoices when applicable

Save this list somewhere visible. When the interfaces shift — and they will — update it.

4. Rename Files the Moment You Download Them

A file called Invoice_AEU-INV-EU-2024-04-0000123.pdf is not searchable and not archivable. Before anything touches your permanent archive, rename it to a convention that works across your whole business.

A format that holds up over time:

YYYY-MM-DD_Supplier_DocType_Reference.pdf

Examples:

• 2026-04-02_Amazon_SellerFees_EU-INV-123.pdf
• 2026-04-02_Shopify_Subscription_INV-456.pdf
• 2026-04-02_Etsy_MonthlyStatement_04-2026.pdf

This matters because when your accountant needs the March Shopify fee invoice in eighteen months because AT asked, they'll find it in three seconds instead of thirty minutes. Same if you switch accountants. Same if you sell the business.

5. Put Everything Into One Archive Folder

One Google Drive folder (or equivalent) per year, subfoldered by month. That's it:

Marketplace Invoices/
├── 2026/
│   ├── 2026-01/
│   ├── 2026-02/
│   ├── 2026-03/
│   └── 2026-04/

Not per marketplace. Per month. When your accountant closes April, they need every document from April in one place — not to bounce between three folders.

If you want cross-filtering, that's what filenames are for. Search "Amazon" or "Shopify" and Google Drive returns every matching file across every month.

For the deeper reasoning on why this structure works in Portugal specifically — including SAF-T retention rules and how to link the archive to your accounting entries — we covered that in detail in Digital Invoice Archiving in Portugal.

6. Reconcile Against a Simple Sheet

A single Google Sheet, shared with your accountant:

This is the thing your accountant actually wants. Not a zip of PDFs — a table with totals that match the PDFs. It takes ten minutes to update each month and it eliminates the "can you check this amount" email thread.

What To Do Differently

The fix for marketplace invoice chaos isn't a new tool. It's a decision to treat the marketplace back-end the way you already treat your email: as something to process on a schedule, not on demand.

Three changes do most of the work:

1. Fix billing details in each marketplace once, properly
2. Collect and rename on a fixed day each month
3. Keep everything in one dated archive your accountant can read at a glance

Once that habit is in place, the question shifts from "where are my April invoices" to "is April done yet." Much less stressful, and much easier to audit.

If manual collection, renaming, and reconciliation is eating an afternoon every month, that's the moment automation starts paying for itself. Faturiza watches your Google Drive folder, extracts NIFs and amounts from marketplace PDFs, and keeps the reconciliation sheet up to date — so the only thing you still do manually is pull the files. Accountants managing several e-commerce clients will find the multi-client workflow more at home on our page for accountants.