How to track returns and restock fast
Apr 6, 2025
Streamlining Your Returns and Restocking Process
Efficiently handling returns and restocking inventory can make or break your reselling business. A smooth process not only keeps your customers happy, but also ensures you’re not losing money or creating chaos in your stockroom. Whether you sell on eBay, Poshmark, Mercari, or your own website, these simple steps will help you track returns and restock quickly—even if you’re just starting out.
1. Use a Central Inventory System
The foundation for tracking returns and restocking fast is having all your inventory and orders in one place. Juggling spreadsheets or logging into multiple sales platforms is a recipe for mistakes. Instead, use a central system to keep your listings, stock levels, and order statuses in sync across all your sales channels.
All-in-one tools: Platforms like Gavelbase are designed for resellers and help automatically update stock, sync listings, and track sales and fees across sites.
Manual option: If you’re not ready for a dedicated platform, start with a spreadsheet or Google Sheet, but be diligent about updating it in real time.
Keeping your inventory in sync means that when you process a return, your available stock updates everywhere—preventing overselling or confusion.
2. Assign Basic Team Roles (Even if You’re Solo)
Whether you have a team, a helper, or it’s just you, clear roles help things move faster. For returns and restocking, these are the main roles, which you can assign to team members or batch as separate steps in your own workflow:
Returns Intake: Receives and inspects returned items.
Inventory Update: Adjusts stock levels in your central system or spreadsheet.
Listing Update: Ensures the item is relisted or marked available for sale again.
Customer Communication: Confirms receipt and status to the buyer.
Pro tip: Even if you’re solo, doing these as distinct steps (with a checklist) reduces errors and saves you time in the long run.
3. Track Sales and Fees
Each return can impact your bottom line with fees, refunds, or shipping costs. Track these closely:
Order numbers: Always reference the original sale and return in your system.
Fees and refunds: Record what was refunded and what, if any, platform or shipping fees you incurred.
Profit impact: Use your central system or a spreadsheet to see how returns affect your overall profit.
Many inventory tools, including Gavelbase, can help automate this tracking, but even a simple table with columns for sale price, fees, and net profit will make a big difference.
4. Handle Shipping or Pickup Cleanly
Returns often get messy when shipping or local pickups aren’t well organized. Keep things clean with these steps:
Clear return instructions: Send buyers easy-to-follow steps for returns, including return labels if appropriate.
Track return shipments: Use carrier tracking numbers and mark items as “Returned” when they arrive.
For local pickups: Set a specific time and place. Mark items as “Returned/Picked Up” in your system right away.
Having a checklist or template email for return instructions saves time and ensures nothing is missed. Consider using free tools like Pirate Ship for affordable shipping labels.
5. Restock and Relist Immediately
Speed is key. As soon as you confirm a returned item is in good condition:
Update your inventory: Increase the stock in your system or spreadsheet.
Relist the item: On all sales channels where it was originally listed.
Note any changes: If there’s new wear or damage, update the listing description and photos before relisting.
Central systems like Gavelbase can automate relisting and sync updates everywhere, but if you’re working manually, make it a habit to relist as soon as you restock.
Quick Reference Workflow
Receive returned item.
Inspect and log it in your central system.
Update inventory and relist the item.
Track any fees or refunds connected to the return.
Send a confirmation to the buyer.
Recommended Tools and Resources
Gavelbase – Centralized inventory management and automation for resellers.
Pirate Ship – Discounted shipping labels.
Google Sheets – Free manual tracking for inventory and sales.
Final Tips for Beginners
Start simple: Even a basic spreadsheet is better than nothing.
Check your process every month and tweak as needed.
Communicate promptly with buyers about returns and restocks.
Make it a habit to update inventory and listings as soon as you process a return.
By following these easy steps and using the right tools, you’ll save time, reduce errors, and keep your reselling business running smoothly—ready to handle returns and restock fast, no matter how busy you get.