How to keep your inventory searchable
Jan 13, 2025
Mastering Inventory Searchability: Practical Steps for Resellers
Keeping your inventory searchable isn't just about staying organized—it's about making sure you can always find what you need, list accurately, and run your business smoothly. For resellers, whether you’re selling on eBay, Poshmark, Etsy, Facebook Marketplace, or your own website, effective inventory management is essential. Here’s a simple, actionable guide to help you keep your inventory searchable, synchronized, and easy to manage, even for beginners.
1. Centralize Your Inventory System
The first step to staying organized is to keep all your inventory information in one place. Using a central inventory management platform will help you avoid confusion and double-listing, and it makes searching far easier.
Spreadsheets: If you’re just starting, a well-designed Google Sheet or Excel spreadsheet can be enough. Make sure to include columns for SKU or Item ID, product name, description, location, quantity, cost, selling price, and current listing status.
Inventory Management Tools: As you grow, consider platforms that sync with your sales channels. Gavelbase is a flexible option that connects with major resale sites and helps keep listings, sales, and inventory in sync. Others like Zoho Inventory and Ecomdash can also automate much of the manual work.
2. Use Consistent Naming and Tagging
Searchability starts with how you name and categorize your items. Be consistent with your naming conventions and use tags or categories that make sense for your business.
Item Names: Include brand, model, color, size, and any other key details. For example, "Nike Air Max 90, White/Red, Men’s 10" is much easier to search than "Sneakers".
Categories and Tags: Group similar items together with clear categories (e.g., Shoes, Jackets, Electronics) and use tags for traits like "vintage", "new with tags", or "rare".
SKUs or Unique IDs: Assign each item a unique code. Even something simple like "SHOES-001" will make searching and tracking much easier.
3. Keep Listings in Sync Across Sites
If you list your inventory on multiple platforms, it’s crucial to keep everything updated. Double-selling an item is a headache you don’t want.
Manual Updates: If you’re managing a small inventory, update your master list and each platform as soon as something sells.
Automated Sync: Inventory tools like Gavelbase can automatically update your listings and stock levels across channels. This reduces errors and saves time.
Regular Audits: Set a weekly reminder to check your inventory against your listings, especially if you’re doing updates manually.
4. Assign Basic Team Roles
If you have a team (even just one helper), clarify who is responsible for adding new items, updating listings, managing sales, and shipping. This avoids confusion and ensures accountability.
Owner/Manager: Oversees the system, reviews inventory, and handles exceptions.
Lister: Adds new items, writes descriptions, and uploads photos.
Shipper: Packages and ships sold items, updates tracking info, and marks orders as complete.
Bookkeeper (optional): Tracks sales, fees, and costs for bookkeeping and tax purposes.
Even with a small team, simple role assignments ensure nothing falls through the cracks.
5. Track Sales and Fees Automatically
Tracking what sells, where, and for how much helps you make smarter decisions. It also lets you quickly find past orders if a customer has a question.
Log Every Sale: Whether manually or with an automated tool, make sure every sale is logged with date, platform, sale price, fees, and any notes.
Fee Tracking: Include columns or fields for marketplace fees, shipping costs, and net profit. This lets you search by profit margin or see which platforms are most effective.
Use Integrations: Some inventory tools pull in sales data automatically, saving time and reducing errors.
6. Handle Shipping and Pickup Cleanly
Shipping and pickups can quickly become chaotic if not tracked. Make them part of your searchable inventory workflow.
Status Tracking: Add a "Shipping Status" or "Pickup Status" column to your inventory. Mark items as "Ready to Ship", "Shipped", "For Pickup", or "Picked Up" as appropriate.
Link Tracking Numbers: Store tracking numbers in your inventory system so you can quickly find them if needed.
Clear Instructions: Document your packing and shipping process so anyone on your team can follow it. This helps maintain consistency, especially as you grow.
7. Make Your Inventory Searchable—Everywhere
Finally, the goal is to always be able to find any item or transaction quickly. Here’s how to ensure that:
Search Features: Use tools or spreadsheets with strong search functions. In Google Sheets, use filters and the search bar. Inventory software usually offers powerful search and filter options.
Mobile Access: Make sure your inventory system is accessible from your phone or tablet so you can search on the go.
Cloud Storage: Keep your data in the cloud (Google Drive, OneDrive, etc.) so it’s always up-to-date and backed up.
Quick Reference Checklist
Centralize your inventory data in one place
Use consistent naming and unique IDs
Sync listings across all sales channels
Assign clear roles if you have a team
Track every sale and fee
Keep shipping and pickup statuses updated
Ensure your system is searchable and mobile-friendly
Recommended Resources
Gavelbase – Inventory and listing sync for resellers (great for multichannel)
By following these simple steps, you’ll keep your inventory searchable and your resale business running smoothly, no matter how large you grow.