How to share inventory with a partner safely
Feb 1, 2025
Getting Started: Why Safe Inventory Sharing Matters
Collaborating with a partner can help you grow your reselling business faster, but sharing inventory can quickly become messy if you don’t have a clear, secure system. Miscommunication, duplicate listings, unexpected stockouts, and disputes over sales or fees are common pitfalls. Fortunately, with a few practical steps and the right tools, you can share inventory safely, keep everyone on the same page, and make your partnership a success.
1. Choose a Central Inventory System
The foundation of safe inventory sharing is having a central place to track all your products. This ensures both you and your partner always see the same up-to-date information.
Cloud-based tools are best so both partners can access the inventory anytime, from anywhere. Google Sheets is a free and beginner-friendly option. For more advanced needs, inventory management software like Gavelbase can sync inventory and listings across multiple sales channels automatically.
Decide what to track: At a minimum, log item name, unique ID (like SKU or barcode), quantity on hand, where it’s stored, and which partner owns or manages the item.
Keep it simple: Don’t overcomplicate it. Start with just the basics and add columns as needed (e.g., purchase price, listing price, sales channel).
2. Assign Basic Team Roles
Clarity is key—especially when you’re starting out. Agree on who does what to avoid confusion and overlap.
Inventory Manager: One partner updates stock quantities and adds new items.
Listing Manager: The other partner creates and edits online listings.
Shipping/Logistics Lead: Assign someone to handle packing, shipping, or pickups. For local sales, agree on safe meetup locations.
Finance Tracker: Have one person record sales, fees, and expenses, or use a shared spreadsheet to track everything together.
Rotate roles regularly if it helps balance the workload, but always document who’s responsible for each area.
3. Keep Inventory and Listings in Sync
Nothing frustrates customers—or partners—more than selling something you no longer have. Here’s how to avoid double-selling or stockouts:
Real-time updates: Whenever an item is sold or added, update your central inventory immediately. If using Google Sheets, both partners can edit live. Dedicated tools like Gavelbase can even sync your inventory across eBay, Poshmark, and other platforms automatically.
Unique IDs for items: Assign each item a unique SKU or barcode. This makes it easy to track which exact item was sold and update its status everywhere.
Regular audits: Schedule a quick weekly check to make sure your digital inventory matches what’s physically on hand.
4. Track Sales, Fees, and Payouts
Sharing profits (and costs) fairly is crucial. From the start, decide how you’ll split sales, fees, and expenses.
Shared sales log: Use a shared spreadsheet or simple accounting software to record every sale, the platform, final price, and any fees deducted.
Agree on splits: Will you split profits 50/50, or by item ownership? Document your agreement.
Record expenses: Track shipping costs, supplies, and any other shared expenses.
Regular payouts: Set a schedule (e.g., weekly) to review sales, deduct fees/expenses, and transfer payouts to each partner.
This transparency prevents disputes and helps your partnership stay healthy.
5. Handle Shipping and Pickup Cleanly
Who sends orders out? Where are items stored? How do you handle local pickups? Set clear guidelines to avoid mistakes.
Central storage: If possible, store all inventory in one location. If not, track where each item is kept (and who’s responsible).
Shipping workflow: Decide who prints labels, packs, and ships. Share tracking numbers with both the buyer and your partner.
Local pickups: Use safe public locations, and always confirm pickup details in writing (text or chat). Mark items as picked up in your system right away.
6. Set Up Secure Communication and Backups
Use a dedicated chat (like a private Slack channel or WhatsApp thread) for all partnership communication. This keeps work talk separate and makes it easy to refer back to important decisions.
Back up your inventory data regularly, even if you’re using a cloud tool. Download a copy every month.
Grant appropriate access: If using software, grant your partner the right permissions—no more, no less.
7. Start Simple and Improve Over Time
Don’t wait for the “perfect” system to start. Begin with a shared spreadsheet and clear responsibilities. As you grow, consider moving to a dedicated inventory platform that can handle syncing, user permissions, and detailed reporting. Gavelbase is purpose-built for resellers, but choose any tool that fits your needs and budget.
Key Takeaways
Use a single, cloud-based inventory tracker both partners can access at any time.
Assign clear roles and document responsibilities up front.
Update stock and sales records in real time to prevent errors.
Track all sales, fees, and expenses to ensure fair payouts.
Set up a consistent shipping/pickup process and communicate clearly.
Back up your data and keep communication organized.
By following these easy, actionable steps, you’ll keep your inventory (and your partnership) safe, organized, and ready to grow. For further reading, check out resources like Shopify’s inventory management guide or BDC’s tips for small business inventory.