Download a free stock and item-profit tracker built for small Australian resellers. Keep the physical item, its storage location, marketplace links and actual costs together, even when the same item is listed in more than one place.
Download the free reseller inventory spreadsheet (.xlsx)
No signup is required. The workbook contains a Start here sheet and a blank Stock table for 200 items, with filters, a status dropdown, duplicate-SKU warnings and formulas. All money fields use AUD. It is an Excel-format file with ordinary spreadsheet formulas; if you import it into another spreadsheet app, check its formulas, formatting and dropdowns before using it for live stock.
What the template tracks
| Area | Fields |
|---|---|
| Physical stock | SKU, item description, storage bin, status, acquisition date, purchase cost |
| Online listings | eBay URL and a Depop or other marketplace URL |
| Money received | Total buyer receipts and refunds |
| Selling costs | Actual net marketplace fees, net advertising fees, postage, preparation and packaging |
| Calculated results | Net item cash, item contribution and entry warnings |
Blue cells are editable inputs. Green cells contain formulas. Columns A and B stay visible as you scroll to the money fields, so you can still identify the item. The summary shows recorded items, purchase cost held in stock, net item cash and contribution.
There are no guessed marketplace fee rates in the workbook. Enter charges from your actual transactions, including any GST paid, and subtract credits from the relevant fee totals. That lets you use the same layout for eBay, Depop or another marketplace without relying on an outdated percentage.
Set it up in five steps
- Save a working copy. Keep the original download as a blank template and make dated backups of the file you use.
- Give each physical item one SKU. For example,
LA-00127identifies a garment;B03identifies its storage bin. Moving the item changes its location, not its identity. Our SKU guide explains a simple system. - Enter the acquisition date and stock cost. Type a number, including zero for a genuinely free item. For a bulk purchase, allocate the total consistently across items using the bundle cost-split calculator.
- Add status and listing links. Choose Unlisted, Listed, On hold, Sold or Written off. Put both marketplace links on the same row if the item is crosslisted.
- Check column Q. Resolve missing identifiers, duplicate SKUs, missing costs, invalid statuses and refunds greater than receipts. Blank cost fields other than stock cost count as zero, so fill the actual amounts before relying on a result.
Rows 10–209 are the supported input area. Adding rows below that range does not automatically extend every summary, warning or formula. Start another copy or deliberately extend and verify the workbook when you outgrow 200 items.
Cash and profit answer different questions
Buying a $20 jacket uses $20 of cash today, even if you have not sold it. Treating the purchase as a completed-sale loss would hide the fact that the jacket is still on your shelf.
The workbook therefore shows two results:
Net item cash = buyer receipts − refunds − selling costs − stock purchase cost.
Item contribution = net item cash + purchase cost still held in an Unlisted, Listed or On hold item.
For Sold and Written off items, the purchase cost stays deducted. Held cost is what you paid, not an estimate of resale value. It can include an item on hold while you resolve a problem; that does not mean the item is ready to sell or guaranteed to retain its value.
| Situation | Net item cash | Item contribution |
|---|---|---|
| Buy an item for $20; no other activity | −$20 | $0 |
| Sell it for $70 including buyer postage; pay $11 fees, $8 postage and $1 packaging | $30 | $30 |
| Write off an unsold $20 item with no other costs | −$20 | −$20 |
These are original worked examples. Contribution is before your time, subscriptions, other overhead and tax. For a sourcing decision that includes an hourly value for your work, use the ROI calculator.
How to record a return without losing the history
Keep the same SKU and cumulative totals. Do not delete the first sale or enter a new purchase cost when the item comes back.
Suppose the $70 sale above is fully refunded. The marketplace retains $1 in fees after credits, total outward and return postage reaches $16, and packaging remains $1. Enter:
| Field | Cumulative amount |
|---|---|
| Buyer receipts | $70 |
| Refunds | $70 |
| Stock cost | $20 |
| Net fees after credits | $1 |
| Postage paid | $16 |
| Prep / packing | $1 |
Once the item is back, inspected and available, change it to Unlisted or Listed. The workbook then shows −$38 net item cash and −$18 contribution, with $20 still held as stock cost. The lost postage and retained fee remain visible.
If the item resells, add the new buyer payment and new costs to that row, keeping the original refund. For example, cumulative receipts of $140, refunds of $70, fees of $12, postage of $24 and packaging of $2 leave $12 after the $20 purchase cost when marked Sold. The first failed sale still affects the final result.
Retain individual order details, invoices and return records separately: this workbook stores item totals, not a transaction ledger. Our crosslisted returns guide covers when to restore availability.
Three mistakes that distort the totals
Entering a net payout as buyer receipts. If a buyer paid $70 but the platform paid you $59 after fees, enter $70 in receipts and $11 in fees. Entering $59 and then deducting $11 would count the fee twice.
Duplicating one garment across two rows. Crosslisting changes where the item can sell, not how many units you own. Keep the second listing URL on the existing row.
Leaving returned items marked Sold forever. Reconcile both the physical stock and the money. Keep unresolved items On hold, inspect a return before relisting, and record a write-off when appropriate.
Set aside a regular stock check: filter Listed items, confirm the physical bin and open each marketplace link. The inventory reconciliation guide gives a fuller checklist.
When a spreadsheet is no longer enough
This is a useful starting point when you can maintain the rows consistently. It does not import orders, update listings or remove a sold item from another marketplace. If repeated copying and availability checks are taking too much time, explore Listalong’s crosslisting workflow alongside the records you still need for your business.
Get the free Excel inventory template and start with ten items you can physically locate. A small, accurate stock record is easier to expand than a large one you cannot trust.
Frequently asked questions
Is the reseller inventory spreadsheet free?
Yes. Download the Excel workbook directly without signing up. It has space for 200 physical items, editable cost inputs and formulas for net item cash and contribution.
Should I create separate rows for eBay and Depop?
Use one row per physical item and put its marketplace links on that row. Two listings for the same garment are still one piece of stock.
Does the spreadsheet update my marketplace listings?
No. It is a manual record. Update availability on your marketplaces or through your listing workflow, then record the result in the workbook.
Is the contribution figure my taxable profit?
No. It is an operational item calculation before labour, overhead and tax. The workbook does not calculate GST credits, allocate subscriptions or replace your accounting records.