Easy tools to track your inventory and sales
Apr 19, 2025
Getting Started: Why Simple Inventory and Sales Tracking Matters
If you’re new to reselling, tracking your inventory and sales can feel overwhelming. But with the right tools and habits, you can avoid common pitfalls—like double-selling, misplacing stock, or losing track of your profits. This guide walks you through the easiest ways to manage your inventory, sales, and shipping, even if you’re just getting started.
Step 1: Choose a Central Inventory Tracking Tool
Start by picking a single place to keep your inventory records. This "source of truth" should always reflect exactly what you have in stock, what’s listed, and where. The simplest options for beginners are:
Spreadsheets: Google Sheets or Excel are free, flexible, and easy to share. Google Sheets is cloud-based and works on any device.
Inventory Apps: Tools like Gavelbase (especially for multi-site syncing), inFlow Inventory, or Sortly offer beginner-friendly interfaces and mobile apps.
At minimum, your system should track:
Item description and SKU
Quantity on hand
Where it’s listed (e.g., eBay, Etsy, your own shop)
Location (shelf, bin, etc.)
If you’re selling across multiple channels, a tool like Gavelbase can automatically sync inventory and listings between sites, so you never accidentally sell the same item twice.
Step 2: Keep Listings in Sync Across Selling Sites
Many resellers post the same item on multiple marketplaces. To avoid accidental double-selling, you’ll need to update inventory everywhere as soon as something sells. There are two main approaches:
Manual Sync: When an item sells, immediately mark it as sold on all other platforms. Use your spreadsheet or inventory tool to update quantities. This works for small inventories or low sales volume.
Automatic Sync: Use a central system that connects to your sales channels. Gavelbase is designed for this, but other tools like Ecomdash or Sellbrite can also help. They’ll update stock automatically and reduce the risk of errors.
For beginners, start with manual updating. As your business grows, consider moving to an automated solution to save time and prevent mistakes.
Step 3: Assign Basic Team Roles (Even if You’re Solo)
Even if you’re a one-person operation, thinking in terms of "roles" makes your process more organized and helps if you bring in helpers later. Common roles include:
Listing Manager: Handles creating and updating product listings.
Inventory Keeper: Tracks item counts and locations.
Order Fulfillment: Packs and ships sold items or coordinates pickups.
Finance Tracker: Logs sales, fees, and expenses.
Use your central tracking tool to assign or note who’s responsible for what. In a spreadsheet, add a column for "Owner" or "Last Updated By." If you use an app, check for multi-user support or permissions settings.
Step 4: Track Sales, Fees, and Payouts
Knowing what you sold, where, for how much, and what you paid in fees is crucial for understanding your business health and tax reporting. Here’s how to track these basics:
Sales Log: Add a tab to your spreadsheet or use your inventory app’s built-in sales report. Record date, item, sale price, selling site, and buyer info (if needed).
Fees: Marketplaces like eBay, Etsy, and Amazon charge fees. Add these as a column or field so you know your net profit.
Payout Tracking: Note when you receive payment (especially if there’s a delay) and keep a running total of money still owed to you.
Many inventory tools and marketplaces offer basic downloadable reports. Download these monthly and compare them to your records for accuracy.
Step 5: Handle Shipping and Pickup Cleanly
Shipping mistakes are common for new resellers. To keep things smooth:
Assign a Pick-and-Pack Area: Always pick, pack, and label items in the same spot to avoid mix-ups.
Record Shipping Status: In your tracking tool, mark when an item is packed, shipped, or picked up, along with tracking numbers or pickup times.
Use Shipping Integrations: Tools like Pirate Ship (for USPS labels) or ShipStation can pull in orders from many marketplaces and help you print labels faster.
Offer Clean Pickup Logistics: For local sales, set clear pickup times, locations, and use messaging templates to avoid confusion. Mark the item as picked up as soon as the handoff is complete.
Step 6: Make a Simple Weekly Routine
Consistency prevents small issues from becoming big ones. Block 30–60 minutes each week to:
Count and spot-check inventory
Update your tracking sheet or app
Review sales, fees, and payouts
Archive completed orders
Look for slow-moving items to discount or promote
Set a reminder on your phone or calendar to make this habit stick.
Bonus: Recommended Beginner-Friendly Tools
Gavelbase – Best for syncing inventory and listings across multiple platforms.
Google Sheets – Free, flexible, and accessible from anywhere.
Sortly – Visual inventory with barcode scanning.
inFlow Inventory – Great for small businesses needing more structure.
Ecomdash and Sellbrite – Manage multi-channel listings, more advanced.
Final Thoughts: Start Simple, Grow with Your Needs
You don’t need a complicated system to keep control of your inventory and sales. A shared spreadsheet or a beginner-friendly app is enough for most new resellers. The key is to build good habits: track items, update listings promptly, log sales and fees, and schedule regular reviews. As your business grows, you can always upgrade to more powerful tools. For now, focus on easy steps you’ll actually do—and watch your reselling operation run smoother every week.