How to track fees across different platforms

Why Tracking Platform Fees Matters

When reselling across multiple online platforms—like eBay, Poshmark, Etsy, Facebook Marketplace, or Mercari—each sale comes with its own set of fees, rules, and payout timelines. If you don’t track these fees, your profits can shrink quickly, and tax season can become stressful. Fortunately, with a few simple systems, even beginners can stay organized, maintain clarity, and make smarter business decisions.

Step 1: List All Platforms and Their Fee Structures

Start by making a list of every platform you sell on. For each, note the main types of fees. Common examples include:

• Listing fees: Charged to list an item (e.g., Etsy charges $0.20 per listing)

• Final value or commission fees: A percentage of the sale price (e.g., eBay takes around 13.25% for most categories)

• Payment processing fees: Usually a small percentage plus a fixed amount per transaction

• Promoted listing or ad fees: Optional, but if used, these can add up

• Shipping or fulfillment fees: If you use a marketplace’s shipping label or fulfillment service

This ecommerce fee guide is a good starting point for up-to-date rates. Save this list as a reference. Knowing your costs upfront helps you price effectively and avoid surprises.

Step 2: Centralize Your Inventory and Listings

To avoid confusion, use a central system to keep your inventory and listings synchronized across all platforms. This helps prevent overselling, keeps track of where each item is listed, and makes it easier to record associated fees accurately.

• Manual option: Use a shared spreadsheet (like Google Sheets) with columns for item name, SKU, quantity, platforms listed, and sale status.

• Automated option: Consider a tool like Gavelbase, which can sync listings, inventory, and sales data across multiple channels in real-time. Gavelbase also offers fee tracking, making reconciliation easier than manual entry.

Whichever method you choose, keeping all your data in one place saves time and reduces errors.

Step 3: Assign Basic Team Roles (if applicable)

If you work with others, divide responsibilities clearly. This can be as simple as:

• One person handles listing and inventory management

• Another manages order fulfillment and shipping

• Someone else reconciles sales and fees weekly

For solo resellers, schedule a regular block of time (e.g., Sunday evenings) to review and update your records. Consistency is key for accuracy.

Step 4: Track Sales and Fees for Each Transaction

Each time you make a sale, record not just the sale price but also:

• The platform (e.g., eBay, Poshmark)

• Item or SKU

• Sale price

• Shipping charged to buyer (if any)

• Actual shipping cost (what you paid)

• Platform fees deducted

• Payment processing fees (if separate)

• Net payout (what you actually receive)

• Date of sale

• Date funds were deposited

This can be done in a spreadsheet or with tools like Gavelbase, which can automate much of this process if you connect your accounts.

Step 5: Reconcile Regularly

At least once a week, compare your records to platform reports or bank deposits. This helps you catch missed fees, unexpected charges, or errors. Most platforms offer downloadable transaction reports. Check for:

• Hidden fees (e.g., refund fees, returned item fees)

• Payout discrepancies

• Pending or failed transactions

Regular reconciliation prevents small mistakes from snowballing and ensures you always know your true profits.

Step 6: Handle Shipping and Pickup Cleanly

Shipping and pickup add another layer of complexity. To stay organized:

• Log which orders are shipped and which are picked up in person.

• For shipping, record the tracking number, carrier, date shipped, and shipping cost.

• For local pickup, note the date, time, and buyer confirmation.

• Include any shipping or payment app fees (like PayPal or Venmo fees) in your tracking for accurate net profit.

Using a central system helps you see which items are in transit, delivered, or completed, and makes year-end reporting much easier.

Step 7: Review and Adjust

Every month or quarter, review your records. Look for patterns such as:

• Platforms with the highest (or lowest) fees

• Items or categories with slim margins after fees

• Opportunities to consolidate shipping or negotiate better rates

This analysis can help you decide where to focus your efforts, which platforms to prioritize, and how to price items for better profitability.

Recommended Tools and Resources

• Gavelbase: Syncs inventory, tracks sales and fees across multiple platforms, and offers team roles.

• Google Sheets or Excel: Free and customizable templates for manual tracking.

• Wave or QuickBooks: Accounting tools with customizable reports for small businesses.

• PayPal Reports: Download detailed payment and fee records.

• Each marketplace’s own fee breakdown and transaction export tools.

Tips for Beginners

• Start simple: A basic spreadsheet is better than nothing. You can always upgrade your system later.

• Be consistent: Log every sale and fee, even small ones.

• Back up your data regularly, especially if you use spreadsheets.

• Don’t ignore shipping costs—they impact your real profits as much as platform fees.

• Ask for help: Online seller communities (like r/Flipping or eBay Community) are great resources for tips and troubleshooting.

Conclusion

Tracking fees across different selling platforms doesn’t need to be overwhelming. With a clear list of platforms and their costs, a central system for inventory and sales, and regular reconciliation, you’ll always know where your money is going. Start simple, stay consistent, and you’ll have a streamlined, stress-free process that supports your growth as a reseller.