Spreadsheets are a great starting point for new resellers. They’re free, simple, and flexible. But as your business grows, spreadsheets quickly become a bottleneck. Updating hundreds of SKUs manually takes hours, and even small mistakes can lead to overselling, stockouts, or lost profits.
That’s when it’s time to move to an inventory management tool. In this guide, I’ll walk you step-by-step through the process of upgrading from spreadsheets to an inventory system, with examples, FAQs, and tips to make the transition smooth.
Step 1: Recognize When It’s Time to Upgrade
You know it’s time to move beyond spreadsheets if:
- You’re managing 300+ SKUs.
- Daily updates take more than 30–60 minutes.
- You’re constantly fixing errors or overselling.
- You sell across multiple marketplaces (Amazon, eBay, Walmart, Shopify).
- You’re struggling to analyze profit margins and ROI per product.
Example: A reseller managing 350 SKUs across eBay and Amazon realized they were spending 1+ hours every day updating spreadsheets. Switching to an inventory tool reduced updates to under 15 minutes.
Step 2: Choose the Right Tool
Not all inventory tools are created equal. Look for features like:
- Marketplace integrations: Amazon, eBay, Walmart, Shopify.
- Real-time stock syncing: Automatically updates counts across platforms.
- Low-stock alerts: Warns you before items sell out.
- Profit and fee tracking: Shows true net margins after Amazon/eBay fees.
- Scalability: Can handle thousands of SKUs as you grow.
Examples of Tools:
- Beginner-Friendly: Airtable, Notion, or simple inventory apps.
- Mid-Level: Zoho Inventory, QuickBooks Commerce.
- Reseller-Focused: ByteConn (in development), designed specifically for cross-marketplace tracking.
Pro Tip: Start with a tool that matches your current size but can grow with you. Switching platforms repeatedly wastes time.
Step 3: Clean Up Your Spreadsheet
Before importing data, make sure your spreadsheet is clean and accurate:
- Remove duplicate SKUs.
- Standardize naming conventions (e.g., “LEGO 123” vs. “Lego Set #123”).
- Confirm purchase prices, selling prices, and quantities.
- Add missing details like supplier name, storage location, and notes.
Example: A reseller discovered 15 duplicate entries during cleanup. Fixing them ahead of time prevented import errors and ensured accurate reporting.
Step 4: Import Your Data
Most inventory tools allow CSV imports. Use your cleaned-up spreadsheet to upload product data.
Pro Tip: Always run a test import with 5–10 products before doing your entire inventory. This ensures formatting is correct and avoids hours of corrections.
Step 5: Sync Marketplaces
Once products are in the system, connect your marketplaces:
- Amazon Seller Central
- eBay Seller Hub
- Walmart Seller Center
- Shopify or Etsy (if you sell there)
From now on, the system updates inventory automatically as sales occur.
Example: After syncing, one reseller stopped double-selling items between eBay and Mercari, saving them from multiple refund situations.
Step 6: Train Your Workflow
Switching systems feels awkward at first. Commit to learning the new workflow:
- Add new inventory directly into the tool (not into old spreadsheets).
- Use built-in reports instead of manual profit calculations.
- Check low-stock alerts daily.
Example: A reseller initially resisted using their new tool and kept running both it and spreadsheets. Once they fully committed, they cut their daily inventory work by 75%.
Step 7: Monitor and Adjust
No system is perfect out of the box. In the first few weeks:
- Double-check counts against your old spreadsheet.
- Review imported costs and margins for accuracy.
- Adjust settings like safety stock alerts to fit your needs.
Pro Tip: Set up email or app notifications for low-stock alerts immediately. This one feature alone can prevent lost sales.
FAQs on Moving From Spreadsheets to an Inventory Tool
Q: When is the right time to switch?
Most resellers switch once they pass 200–350 SKUs or sell on multiple marketplaces. At that point, spreadsheets cost more in time and errors than they save in money.
Q: Do I lose my old data when switching?
No. Most tools allow CSV import, so your existing data comes with you.
Q: How much does inventory software cost?
It varies, from free starter plans (such as Airtable and Notion templates) to $30–$100/month for advanced reseller tools. The time saved usually outweighs the cost quickly.
Q: Can I still use spreadsheets after switching?
Yes, but as backups only. Running two systems daily creates duplicate work and mistakes.
Final Thoughts
Spreadsheets are a fine starting point, but they won’t take you to the next level. By moving to an inventory tool, you’ll save hours each week, reduce costly errors, and create a scalable workflow. The transition may feel intimidating, but step-by-step, it’s straightforward and worth the effort.
Start this week by cleaning your spreadsheet and researching tools. Your future self will thank you when inventory management takes minutes instead of hours.
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