How to set up simple sales reports

Getting Started with Simple Sales Reports

Managing sales across multiple platforms can quickly become overwhelming, especially for resellers new to the game. Establishing a straightforward sales reporting process helps you track what’s selling, understand your profits, and keep operations running smoothly—without requiring advanced tools or technical know-how.

1. Choose Your Central Inventory & Listing System

First, streamline your inventory and sales listings across all sites (eBay, Etsy, Facebook Marketplace, etc.). This prevents overselling and ensures your data is consistent everywhere. Central systems, sometimes called multi-channel inventory managers, help you:

• Sync inventory counts (so when one item sells, it’s updated everywhere)

• Update or remove listings automatically across all platforms

• Track sales, buyers, and fees in one place

For beginners, options like Gavelbase (especially for auction and multi-platform sync), InkFrog, or even a well-organized Google Sheet can get you started. The key is to pick one source of truth for your inventory and listings—don’t try to manage each marketplace separately.

2. Assign Basic Team Roles (Even If You’re Solo)

Defining roles keeps tasks organized and ensures nothing gets missed. For individuals, roles can simply be a checklist. For teams, assign responsibilities clearly:

• Listing Manager: Handles creating and updating product listings across platforms.

• Inventory Keeper: Tracks what’s in stock and updates the central system.

• Sales Reporter: Pulls together daily or weekly sales reports.

• Shipping/Pickup Coordinator: Manages order fulfillment and customer communication.

Even if you wear all the hats, set aside time each week to handle each role. This helps prevent errors and ensures you’re not missing key steps.

3. Set Up Simple Sales Tracking

The heart of your reporting is knowing what you’ve sold, where, and for how much. Here’s how to capture the basics:

Keep It Simple with a Spreadsheet

If you’re just starting, a basic spreadsheet (Google Sheets or Excel) works wonders. Here’s a suggested format:

Each time you make a sale, add a row. This makes it easy to see your totals and helps with taxes later.

Automatic Reports (Optional)

If you use a tool like Gavelbase or InkFrog, check if they offer built-in reports. These tools can often generate daily, weekly, or monthly sales summaries, including fees and shipping costs, saving you time and reducing manual errors.

4. Track Sales Fees and Costs

Don’t forget to record marketplace fees (eBay, Etsy, etc.), payment processing fees (PayPal, Stripe), and shipping costs. These eat into your profits and matter for your bottom line. Add columns for these in your spreadsheet or check that your central system tracks them.

5. Handle Shipping and Pickup Efficiently

Once a sale is made, mark the order’s status (e.g., “To Ship,” “Shipped,” “Picked Up”). Use your spreadsheet or sales tool to track this. For each order:

• Confirm the buyer’s address or pickup arrangement.

• Print or purchase shipping labels (most platforms offer discounted rates).

• Update the status in your report when shipped or picked up.

• Send a quick confirmation to the buyer.

If you’re selling locally, keep a log of pickups and confirm with the customer before and after.

6. Review Your Sales Reports Regularly

Set a regular schedule—weekly or monthly—to review your sales, fees, and profits. Ask yourself:

• Which platforms are most profitable?

• Are certain products selling better than others?

• Is there a pattern to fees or shipping costs you can optimize?

This helps you make smarter decisions and spot opportunities or problems early.

7. Keep Backups and Stay Organized

Always back up your sales reports and inventory lists. If using spreadsheets, save a copy to the cloud (Google Drive, Dropbox). If using a dedicated tool, check for export options.

Helpful Resources

• Google Sheets Getting Started Guide

• Free Sales Report Templates

• Gavelbase (for multi-platform sales management)

Final Thoughts

Setting up simple sales reports doesn’t have to be intimidating. Start small, use a central system or spreadsheet, and keep everything updated. As your business grows, you can always layer in more advanced tools. The most important thing is to be consistent—your future self (and your accountant) will thank you!