Free reseller inventory spreadsheet
Here is the file. It is a CSV, which means Excel, Numbers and Google Sheets all open it and all three keep the formulas working, so net profit, margin and days-to-sell calculate themselves the moment you type a sold price. No email address, no signup. It has nineteen columns and one of them is the reason this page exists: a condition grade from 1.0 to 10.0. Every generic reseller template tracks cost, price and fees. None of them tracks the thing that moves resale price most, so none of them can tell you afterwards whether the beat-up ones were worth buying.
CSV, 19 columns, formulas included. No email, no account.
What is in it
Nineteen columns. The last three calculate themselves; the rest you fill in as the item moves.
| Column | What goes in it |
|---|---|
| SKU | Your own short code. It is what ties the garment on the shelf to the row. |
| Bin | Where it physically is. The column people skip and then spend twenty minutes regretting. |
| Date sourced | YYYY-MM-DD. Feeds the age of your unsold stock. |
| Source | Where it came from: a thrift store name, an estate sale, a wholesale lot. |
| Brand | |
| Item | What it is, in the words you would search for it. |
| Size | |
| Condition grade | 1.0 to 10.0. The column no generic template has, and the largest single lever on what the item makes. |
| Cost | What you paid, including any buyer premium or tax. |
| Date listed | YYYY-MM-DD. Half of the days-to-sell calculation. |
| Listed price | What you asked. Keep it even after it sells; the gap to the sold price is worth seeing. |
| Platform | eBay, Poshmark, Mercari, Depop, Grailed, Whatnot, Vinted. |
| Date sold | YYYY-MM-DD. Leave blank until it sells. |
| Sold price | What the buyer actually paid, not what you asked. |
| Fees | The marketplace cut plus any payment processing. |
| Shipping cost | The label you bought, not the postage the buyer paid. |
| Net profitcalculated | Calculated. Sold price less cost, fees and shipping. |
| Margincalculated | Calculated. Net profit as a share of the sold price. Format it as a percentage. |
| Days to sellcalculated | Calculated. The number that tells you what to stop buying. |
The column every other template leaves out
Condition grade, column H, on the 1.0 to 10.0 scale. It is the difference between a spreadsheet that records what happened and one that tells you what to buy next.
Two Patagonia fleeces bought for nine dollars each, sold six weeks apart, one for $65 and one for $28. In a normal spreadsheet that is variance and you learn nothing from it. With a grade in the row it is a 7.5 and a 4.0, and the lesson is a sourcing rule you can act on this weekend.
Grade it consistently or the column is noise. The grading scale is published, and the free grade checker will give you a number from photos if you would rather not eyeball it.
Getting it into Google Sheets
1. Download it
The button above. It saves as gradethread-reseller-inventory.csv.
2. File, then Import
In a new Google Sheet, choose File then Import, upload the file and pick Replace spreadsheet. Dragging it into Drive works too.
3. Format the margin column
Column R arrives as a decimal. Select it and format as a percentage. This is the one thing a CSV cannot carry for you.
Excel and Numbers open it by double-clicking, with the formulas already live.
Common questions
- What should a reseller inventory spreadsheet track?
- Four groups. What it is and where it is: SKU, bin, brand, item, size. What it cost you: date sourced, source, cost. What you did with it: date listed, listed price, platform. And what happened: date sold, sold price, fees, shipping. Net profit, margin and days-to-sell should be calculated from those rather than typed, because a number you type is a number that goes stale.
- Why track condition in a spreadsheet?
- Because it is the largest single lever on what a used garment makes, and without it your history cannot answer the most useful question you will ask it: which items were actually worth buying. Two Patagonia fleeces bought at the same price and sold six weeks apart for very different money look like luck in a normal spreadsheet. With a grade in the row it is not luck, it is a sourcing rule.
- Does the free spreadsheet work in Google Sheets?
- Yes. Download it, then in Google Sheets use File then Import and choose Replace spreadsheet, or drag the file into Drive. The calculated columns arrive as live formulas rather than as text. Excel and Numbers open it directly by double-clicking, with the same result.
- When should a reseller stop using a spreadsheet?
- Later than most software wants you to believe. A spreadsheet is fine while one item lives on one marketplace and you enter its outcome once. The point it stops being fine is specific: the same garment listed in three places at once, where a sale in one has to end the other two, and payouts that arrive as a lump sum you have to unpick back to individual items. That is when the file starts costing more time than it saves.
- Is there a catch to the free download?
- No email, no account, and nothing you type is sent anywhere. The file is generated in your browser when you click, which is also why it can never be out of date with the column guide above it.
The fees column is easier to fill in with the eBay fee calculator open next to it.
Where a spreadsheet stops being the right tool
A spreadsheet is genuinely fine for a long time. It stops being fine at the point where the same item has to exist on three marketplaces at once and the fees arrive as a payout you have to unpick. That is bookkeeping and crosslisting, not tracking, and it is where FlipDesk starts.
The grade column, filled in for you
Column H is the one that makes the file worth keeping and the one that is tedious to fill in honestly. GradeThread grades from photos and gives the buyer a certificate they can check.