How to create a simple inventory review routine

Jun 25, 2025

Why an Inventory Review Routine Matters

For resellers, keeping your inventory organized is more than just knowing what’s on the shelf. A simple, consistent inventory review routine ensures you always know what you have, where it’s listed, and how it’s moving. This prevents overselling, missed opportunities, and confusion when fulfilling orders—problems that can cost you money and reputation.

Step 1: Centralize Your Inventory Information

The first and most important step is to keep all inventory data in one place. This could be a spreadsheet, but as you grow, consider using a dedicated platform that syncs your listings across marketplaces (like Gavelbase). Centralization helps you:

Avoid double-listing or selling out-of-stock items
Quickly update quantities after each sale
See at a glance what's listed where

If you’re just starting out, a simple Google Sheet with columns for SKU, product name, location, quantity, listing sites, and current status (listed/sold/removed) can work. Make it a habit to update this sheet immediately after any sale, restock, or removal.

Step 2: Assign Basic Team Roles

Even if you're solo, defining roles can help. As you grow or collaborate, it’s essential. The basic roles include:

Inventory Manager: Responsible for updating counts and noting low-stock items.
Listing Coordinator: Handles posting and updating items on different marketplaces.
Order Fulfillment: Picks, packs, and ships or schedules pickups.
Finance Tracker: Logs sales, fees, and tracks profitability.

If you’re wearing all these hats, mentally switch between roles as you go through your routine—this helps catch missed steps and keeps your process organized as you scale.

Step 3: Set a Regular Review Schedule

Consistency is key. Choose a review frequency you can stick to—weekly works for most. Put it on your calendar and treat it like any other important business meeting.

Quick check (daily or every sale): Update inventory counts and status after each sale or restock.
Deep review (weekly): Go through your entire inventory, cross-check listings, reconcile sales and fees, and make sure everything is up to date and accurate.

Step 4: Track Sales and Fees

Knowing your profit means tracking every sale and its related fees. Your central system should include:

Date of sale
Sale price
Marketplace fee
Shipping or pickup cost
Net profit

Automated platforms can do this for you, but a basic spreadsheet with formulas works, too. Regularly reviewing these numbers helps spot trends and adjust your pricing or sourcing strategies.

Step 5: Handle Shipping or Pickup Cleanly

Order fulfillment is where many mistakes happen. A simple checklist can prevent mix-ups:

Confirm item availability in your central system
Double-check buyer details and shipping method
Mark item as shipped or ready for pickup immediately after packaging
Update inventory and listing status
Send confirmation to the buyer

Keep shipping supplies organized and easily accessible. If you offer pickups, use a shared calendar to schedule and track appointments.

Recommended Tools for Beginners

Gavelbase: For simple, centralized inventory and listing management across multiple platforms.
Google Sheets: Free and flexible for tracking inventory and sales when you’re starting out.
Zapier: Automate updates between spreadsheets and email notifications.

Sample Weekly Inventory Review Routine

Open your central inventory system (spreadsheet or platform).
Check and update quantities for each item, comparing physical stock to system numbers.
Review all listings—remove or update any that are incorrect or out of stock.
Log all sales and associated fees from the past week.
Reconcile shipping or pickup records and confirm all orders are complete.
Identify low-stock items and flag for restocking or removal.
Record any notes or issues, and set tasks for the coming week.

Tips for Staying on Track

Keep your system simple. Complexity leads to skipped steps.
Automate where possible—use formulas, reminders, or simple integrations.
Be consistent: a little time spent each week saves hours of cleanup later.
Involve your team (or assign yourself) clear roles and responsibilities.