Most resellers know roughly what they sell for and almost never know what they actually made. This free reseller inventory spreadsheet fixes that: log each item when you buy, list and sell it, and the sheet works out the fees, your net profit and how fast each item sold, on every marketplace. Download it below, then use the step-by-step guide to set it up in five minutes.
Download the free reseller inventory spreadsheet
This reseller spreadsheet is a free Excel file that also opens in Google Sheets and Apple Numbers. Type in what you bought, what it cost and where you listed it. When an item sells, it works out the marketplace fees, your net profit, your margin and how many days the item took to sell, then adds everything up by marketplace and by month.
Download the spreadsheet (.xlsx)
No sign-up and no email needed. Works in Excel, Google Sheets and Numbers. Three example rows show the format; overwrite them with your own items.
What's inside the reseller inventory spreadsheet
The file has three tabs. You only type on the first one.
Inventory: one row per item
Yellow columns are yours to fill in. Purple columns are formulas and fill themselves.
| You type | The sheet works out |
|---|---|
| SKU, item, brand, category, size, condition | Fees, from the rates on the Fees tab |
| Where you bought it, date bought, cost | Net profit: sold price minus cost, shipping you paid and fees |
| Bin or location, where it's listed, date listed, list price | Margin: profit as a share of the sold price |
| Status (In stock, Listed, Sold, Returned, Donated) | Days to sell: date sold minus date listed |
| Sold on, date sold, sold price, shipping you paid | Losing sales show in red so you can spot them |
Status and Sold on are dropdowns, so a typo can't break the totals. There's room for 1,000 items, filters on every column, and the item name stays visible as you scroll right.
Summary: your numbers at a glance
The Summary tab updates on its own. It shows how many items are in stock, how much money is tied up in unsold stock, items sold, sales, net profit, average profit per sale, profit margin, average days to sell and your sell-through rate. Below that are a table by marketplace (items sold, sales, fees, profit and days to sell on each one) and a table by month for any year you choose.
Fees: the rates behind the estimates
The Fees tab holds a default US rate for each marketplace, checked in November 2026, including the tiers that trip people up: Poshmark's $2.95 flat fee under $15 and Grailed's lower rate under $120. Fees change, so every rate is an editable cell. If you'd rather use the exact fee from the sale page, type it in the Fees (your number) column on that row and it replaces the estimate.
How to use it, step by step
Open it in your app
Excel and Numbers open the file directly. For Google Sheets, upload it to Google Drive, open it, then choose File, then Save as Google Sheets so it works on your phone too.
Check the Fees tab
Compare the rates with what your marketplaces charge you today and change any that differ. Add a rate for Facebook Marketplace shipped sales or Amazon if you sell there.
Log items the day you buy them
Add a row with a SKU, the item, the cost and the date. Doing it at the haul, with the receipt in hand, is the difference between real profit numbers and guesses. Our guide to tracking your true cost per item covers what to include in cost.
Update the row when you list
Fill in where it's listed, the date and the price, and set Status to Listed. Write the bin in Bin / location so you can find it in seconds when it sells.
Mark it sold
Set Status to Sold, pick the marketplace from Sold on, and enter the date, sold price and any shipping you paid. Fees, profit, margin and days to sell appear straight away.
Read the Summary once a week
Look at which marketplace gives you the best profit per sale and the fastest sales, and how much cash is sitting in unsold stock. Those three numbers tell you where to list next and what to stop buying.
Build a reseller inventory system around it
A spreadsheet only works if every item gets a row and you can always find the item a row describes. That's a reseller inventory system, and it has three parts.
- A SKU on every item. A short code on a tag or the bag, matched to the row. Keep it simple, such as a bin letter plus a number. Our guide to a simple SKU system for reseller inventory shows a scheme that scales past 500 items.
- Bins or shelves with labels. Bin A, Bin B and so on, written in the Bin / location column. When an item sells on any marketplace, the sheet tells you where it is.
- One habit. Update the sheet at three moments: when you buy, when you list and when it sells. Five seconds each time keeps it accurate.
If you crosslist, also mark items sold on every other marketplace the moment they sell. The guide to avoiding double sales when crosslisting covers the routine.
What a reseller spreadsheet should track (and why)
Every column in the template earns its place by answering a real question.
- Cost and date bought tell you your real profit and how long cash sits on the shelf. They also give you the cost of goods figure you'll want at tax time (see reseller taxes and the 1099-K).
- Where you bought it shows which sources pay off. If estate sale items sell twice as fast as thrift store items, buy more at estate sales.
- Listed on and date listed show which items are going stale. Anything listed more than 60 to 90 days ago is a candidate for a price drop or a fresh listing (see how to reprice stale inventory).
- Sold on, fees and shipping show the true take-home on each marketplace, which is rarely the same as the headline fee.
- Days to sell is the number most sellers never track, and the one that tells you what to buy again.
Spreadsheet or inventory app?
A spreadsheet is free, works offline, and you own the data. It's the right choice for most sellers up to a few hundred active listings. Its weakness is that you update it by hand.
Crosslisters include inventory tracking too. Vendoo detects sales and delists across marketplaces from its $14.99 a month Starter plan; List Perfectly starts at $29 a month, with auto-delist on its top plan (see our crosslister pricing comparison). Bookkeeping apps track profit for taxes (see bookkeeping apps for resellers). Many sellers keep a spreadsheet even after they add a tool, because it's the one place they control.
Spend the saved time listing
Tracking takes seconds a row. Writing the listings is usually what takes the time. If that's your bottleneck, Quicklist AI writes the title, description and tags from a few words or a photo, tuned to each marketplace, and fills them into the listing form. It works on 10 marketplaces, from the Poshmark listing generator to the eBay listing generator, and starts with 2 free listings. It doesn't track inventory or crosslist, so the spreadsheet stays your record. For more tools that help, see the best reseller tools.
Frequently asked questions
Is this reseller spreadsheet really free?
Yes. Download the .xlsx file and use it as much as you like. There's no sign-up, no email and no trial.
Does the reseller inventory spreadsheet work in Google Sheets?
Yes. Upload it to Google Drive, open it and choose File, then Save as Google Sheets. The formulas, dropdowns and summary tables all carry over, and you can then update it from the Google Sheets app on your phone.
How does the sheet calculate marketplace fees?
It looks up the marketplace in the Sold on column on the Fees tab and applies that rate and fixed fee to the sold price, including Poshmark's flat fee under $15 and Grailed's lower tier under $120. Rates are editable. For an exact figure, type the fee from the sale page in Fees (your number) and it replaces the estimate.
What's the best reseller inventory system for beginners?
A SKU on every item, labeled bins, and one spreadsheet updated when you buy, list and sell. It costs nothing and it's enough until you have a few hundred active listings. Add a crosslister later if you sell on three or more marketplaces.
Can I track items listed on more than one marketplace?
Yes. Write every marketplace in Listed on (for example, Poshmark, Mercari, eBay), then pick the one it actually sold on in Sold on. The Summary tab totals sales and profit by the marketplace where each item sold.
Can I use it for taxes?
It gives you cost of goods, sales, fees and profit per item and per month, which is what most resellers need to hand to an accountant. It isn't tax advice or accounting software, so check with a tax professional for your situation.
