10 Steps Of My eBay Reselling SOP (Standard Operating Procedure)

A 15-minute standard operating procedure (SOP) that I do twice a day to keep my eBay store running smoothly.

July 04, 2023   •   4 min read  

Table of contents

Each Tuesday I share a list of 10 somethings.

Ideas. Improvements. People. Problems. Objects. Observations.

Inspired by James Altucher in "Skip The Line", The Tuesday Ten has one simple goal - to build my 'idea muscle'.

If you write 3,650 ideas a year, maybe a hundred are useful in some way. Maybe a few are good enough to make money. Maybe one is great.
  - James Altucher

1. Take offers

  • Look over any new offers made by buyers and accept reasonable deals.
  • My SKU system is date-based so it helps to see how long an item has been listed on eBay before accepting offers.

2. Send offers

  • Send offers to people watching items.
  • Another benefit of having a date-based system is batching offers and sending different %'s based on the time listed (eg. 15-25% off on more recent listings, 50-75% on older listings).

3. Send invoices

  • Create and send invoices on newly accepted offers (Step 1), bundle deals (with discounted postage rate), and cancel any unpaid orders longer than 5 days.

4. Clear messages

  • Reply to eBay buyer messages, and attend to any problems or queries.
  • Clear out any redundant messages about offers (goal of inbox zero).

5. Check feedback

  • Put out fires if any negative or neutral feedback has been left (customer service 101)
  • Thank buyers that have taken the effort to leave positive feedback.

6. Send coupons

  • Send current coupons to all 6 buyer groups (when available).
  • 'Newest Buyers' - made a purchase within the last 31 days.
  • 'New Buyers' - made a purchase more than 31 days ago.
  • 'Old Buyers' - made a purchase more than 3 months ago.
  • 'Oldest Buyers' - made a purchase more than 6 months ago.
  • 'All Followers' - follows the store (may or may not have purchased before).
  • 'New Followers' - same as above but followed within the last 15 days.

7. Clear out-of-stock

  • The majority of my items are one-off and rarely do I have multiples of the same thing.
  • I had the out-of-stock (OOS) option turned on to hide my sales history from local competitors (when item quantity reaches 0).
  • It turns out eBay have changed how this function operates which I only just realised so essentially I will be skipping this step in the future.

8. Enter sales (in Google Sheets)

  • This is where I enter sales data from my 'Awaiting Postage' page into my spreadsheet.
  • The sheet is entirely automated and the 4 pieces of information (shown in blue) I need to add are the: listing title, order total, SKU and postage cost (next step).
eBay Sales Line Item
  • Fees and profit are calculated with simple formulas
  • Whereas extra data like "Cost Of Goods ($)" and "Listing Date" are pulled from a master inventory list (which contains just a SKU number, COG and listing date) using specific formulas (see below).
View of the Inventory sheet
Formula to extract inventory data (cells in columns B & C appear blank until SKU is entered)

9. Australia Post import

  • The first step here is to import eBay orders into the Australia Post MyPost Business portal.
  • Now, I want to add the SKU to the 'Additional information' box in Aus Post so that each label that I print has the SKU.
  • This speeds up the picking and packing process tremendously (once the label is printed it takes ~30 seconds per item to pick and pack).
Australia Post order screen
  • To make this all seamless and eliminate errors (i.e. people getting wrong orders) I need to ensure that the correct SKU is attached to each order.
  • To do that I copy the listing title (Command-C) from the spreadsheet and use the find tool (Command-F, then Command-V to paste) to highlight the order on the Aus Post page.
  • Then to edit, all I do is add the corresponding SKU in the reference field, scroll down and select packaging type (which is 'Small' 90% of the time) and save the order.
  • Then I just add the postage price of that order to the spreadsheet.

10. Final once-over of Google Sheet

  • After these steps, and before I do the printing and packing, I have a glance at the monthly sales data and current stats to get a bird's eye view of the business.
  • This is usually just a quick 1-minute thing to see how things are trending (the sales data that I track can be seen below and is all generated automatically from the 4 pieces of info added earlier).
Sales data is generated for both a monthly and yearly view
  • This entire SOP takes on average 10-15 minutes to complete and is done twice daily.
  • To make this workflow easier, I save all the bookmarks in 1 folder that can be right-clicked which opens all 10 tabs simultaneously and then I just move through them from left to right until completion.
Bookmark folder for SOP
Open all tabs of SOP simultaneously

Spread the word

Keep reading