How to build a simple repeat customer list
Mar 21, 2025
Why Repeat Customers Matter for Resellers
For resellers, one of the most valuable assets isn’t just inventory—it’s a reliable list of repeat customers. These buyers not only provide consistent sales, but also lower your marketing costs and help spread the word about your business. Building a basic yet effective repeat customer list doesn’t have to be complicated, even if you’re new to reselling. This straightforward guide will show you practical steps to create, maintain, and benefit from a repeat customer list, while also keeping your operations organized and efficient.
Step 1: Collect Basic Customer Information
The foundation of a repeat customer list is simple: you need a way to collect and organize information about everyone who buys from you. At a minimum, aim to record:
Name
Email address
Purchase history (what they bought and when)
Preferred contact method
If you sell in person or through direct messaging, you can use a notebook, spreadsheet, or a simple contact form. For online sales (eBay, Etsy, Mercari, Facebook Marketplace), export order data or copy relevant details after each sale.
Tip: Always respect privacy and let customers know if you’ll contact them again. Never share their information without permission.
Step 2: Choose a Central System to Keep Data in Sync
To avoid chaos as your operation grows, keep your inventory, listings, and customer list in sync. Beginners can start with a spreadsheet in Google Sheets or Excel. For a more seamless experience, consider a central system designed for resellers, such as Gavelbase, which lets you track sales, fees, and contact details while syncing listings across multiple sites.
This centralization ensures that when you update inventory or make a sale, all your records—including customer lists—stay accurate and up to date, no matter where you sell.
Step 3: Assign Basic Roles (Even If You’re Solo)
If you work with a small team (or plan to), assign clear roles early on. Common beginner-friendly roles include:
Inventory Manager: Keeps the central inventory updated and checks item availability before sales.
Customer List Keeper: Updates the repeat customer list and notes purchase patterns.
Shipping/Pickup Coordinator: Handles sending items out or arranging local pickups.
Even as a solo seller, wearing these "hats" helps you stay organized. As your repeat customer list grows, you’ll appreciate having a system in place.
Step 4: Track Sales and Fees Simply
It’s critical to know who buys what, when, and at what cost. This isn’t just for accounting—it helps you spot your best customers and the products they love. Use your central spreadsheet or platform to log:
Date of sale
Customer (with reference to your list)
Item sold
Price
Platform fees/shipping costs
This info lets you easily find repeat buyers and reach out with tailored offers or restock alerts. Platforms like Gavelbase automate much of this, but manual tracking works well for small volumes too.
Step 5: Handle Shipping or Pickup Cleanly
Repeat customers expect a smooth, predictable process. Keep things simple:
Use clear, templated messages for shipping or pickup instructions.
Track each order’s status (pending, shipped, picked up, delivered) in your central system.
Offer preferred or flexible pickup/delivery windows for regular buyers if possible.
When you make things easy for your best customers, they’re more likely to buy again—and recommend you to friends.
Step 6: Actually Use Your Repeat Customer List
Now that you have your list, put it to work:
Send occasional thank-you notes or exclusive offers to repeat buyers.
Let top customers know when you have new, relevant inventory.
Ask for reviews or referrals—loyal customers are often happy to help.
Keep communication respectful and valuable. Avoid spammy tactics; focus on building genuine relationships.
Recommended Tools for Beginners
Gavelbase – For syncing inventory, sales, and customer tracking across multiple platforms. Especially helpful as you grow.
Google Sheets – Free, flexible, and easy to share with team members or access from anywhere.
Mailchimp – For simple, compliant email communication with your customer list.
Common Pitfalls and How to Avoid Them
Not collecting contact info early: Always ask at the point of sale (with permission).
Letting your customer list get messy: Regularly update and clean your list; remove duplicates and inactive emails.
Ignoring privacy and consent: Only contact customers who’ve agreed, and never share their info.
Missing out on the power of simple systems: Don’t wait to get fancy—start basic, and upgrade tools as needed.
Final Thoughts
Building a repeat customer list is one of the smartest, easiest moves you can make as a reseller. Start with what you have—just a spreadsheet or a simple platform will do. Focus on consistency, clear roles, and straightforward communication. Over time, you’ll see more sales with less effort, and your business will feel less like a scramble and more like a well-oiled machine.
For more in-depth tips on scaling your reselling business, check out resources from trusted sites like Shopify’s customer retention guide or the SCORE blog on repeat customers.