How to keep a simple list of active items

Managing Active Listings: A Beginner’s Guide to Simple Inventory Tracking

For new resellers, one of the biggest early challenges is keeping track of what you’re actually selling—and where. Lost items, double sales, or missing shipments can quickly eat up your time and profits. The good news: with a straightforward process and the right simple tools, you can maintain a clear, up-to-date list of your active items, even as you grow and list across multiple sites.

Step 1: Centralize Your Active Item List

Start by creating a single, central place where you keep your list of active items. This list should include every item you have for sale, whether it’s listed on eBay, Facebook Marketplace, Poshmark, or elsewhere. Keeping everything in one place is the foundation for staying organized.

• Spreadsheet Method: Use Google Sheets or Excel. Create columns for item name/ID, description, condition, platform(s) listed on, price, and status (Active/Sold/Pending).

• Dedicated Inventory Tools: If you want a bit more power, consider tools like Gavelbase, which is designed for resellers and can sync with multiple selling platforms. Other options include Airtable or Notion, which let you build easy custom tables.

Whatever you choose, make sure it’s simple enough that you’ll actually use it regularly. For most beginners, a spreadsheet is perfectly sufficient and free.

Step 2: Sync Inventory Across All Sites

When you list an item on one or more platforms, immediately update your central list. Mark where it’s listed and for how much. If you sell an item, remove it from all platforms and update your list to "Sold." This prevents double-selling and disappointed buyers.

• Tip: If you use a tool like Gavelbase, it can automatically update and sync your inventory across multiple marketplaces, reducing manual work.

• Otherwise, set a habit: after every sale, immediately update your spreadsheet and remove the item from other sites.

Step 3: Assign Clear Team Roles (If You’re Not Solo)

Even small teams can stumble if responsibilities aren’t clear. Assign roles such as:

• Listing new items

• Updating the active item list

• Handling sales and shipping

Document who does what, so there’s no confusion or overlap. For one-person operations, this just means being consistent with your own process.

Step 4: Track Sales and Fees

Don’t just note that an item sold—record how much it sold for, which platform, and what fees you paid. This helps you see which platforms are most profitable and catch any missed payments.

• Add columns for “Sold Price,” “Platform Fee,” and “Net Earnings.”

• Update these numbers as soon as the sale is completed and the money is received.

This is also useful for tax time and for spotting any trends in your business.

Step 5: Handle Shipping and Pickups Smoothly

Once an item sells, mark its status as “Sold – Awaiting Shipment” or “Sold – Awaiting Pickup.” Add a column for “Shipped/Picked Up” and the date. This way, you won’t accidentally forget to ship or deliver an item.

• For shipping, consider using a standard process: print the label, pack the item, mark it as shipped, and enter tracking info in your list.

• For local pickups, note the buyer’s contact info and confirm the pickup date in your sheet.

Example: A Simple Spreadsheet Layout

Feel free to customize columns to fit your workflow, but keep it as simple as possible for daily use.

Extra Tips for Staying Organized

• Set aside 10 minutes each day or week to update your list. Consistency is key.

• For visual tracking, color-code rows: green for “active,” yellow for “pending,” red for “sold.”

• Back up your list regularly, especially if using a spreadsheet.

• If you scale up, consider moving to an inventory management app with more automation.

• Explore articles on reseller best practices or inventory management basics for more advanced tips.

Simple Tools to Try

• Gavelbase: Syncs listings and inventory across marketplaces with simple team features.

• Google Sheets: Free, flexible, and easily sharable.

• Airtable: Combines spreadsheet and database features for easy tracking.

• Notion: Customizable workspace, good for solo or small teams.

Conclusion

Keeping a simple list of your active items doesn’t need to be complicated or expensive. Start with a basic spreadsheet or a free tool, update it consistently, and adjust as your needs grow. The most important step is to start—a few minutes of organization now can save hours of headaches (and lost sales) later. As you gain experience, you can layer on more automation or advanced tools, but even large resellers rely on clear, central lists to stay on top of their inventory. Keep it simple, keep it up-to-date, and you’ll be set for smoother selling.