Free Reseller Spreadsheet: What to Track With Every Sale (Excel, Example Data)

Here is one sale from the free file we built, and every number in it is example data, not real sales. An item sold for 71.00, the buyer paid 6.00 for shipping, the postage label cost 7.00, the item itself cost 35.00 and the fee was 9.71, so the net profit is 25.29. This article shows what to write down with each sale so you can see that real number on every row.

Press enter or click to view image in full size

Why a payout number is not a profit number

A payout tells you what arrived in your account, but it says nothing about what you paid for the item or for the postage label. Profit only exists once those costs sit in the same row as the sale, which is why the log below keeps them together. If you want the full step by step calculation, our earlier article on profit per resale after fees and shipping walks through it with three worked examples.

The five things to track with every sale

When you list what you need to write down at the moment of a sale, it comes down to five items, and each one is its own column in the file:

1. Date and SKU. The date puts the sale in the right month, and the SKU links the sale to the item you bought so stock stays correct.
2. What you paid for the item. This is the number most people skip, and without it a profit figure is only a guess.
3. The sale price plus the shipping you charged. Both count as money coming in, so the file adds them together as revenue.
4. The postage you paid. It often differs from what the buyer paid for shipping, and that gap belongs in your result.
5. The fee. In the file it is calculated for you from the rates in the Fees tab, so you do not have to type it for each sale.

Put together, the sheet works it out like this: net profit equals sale price plus shipping charged, minus postage paid, minus item cost, minus fees. For the sale above that is 71.00 plus 6.00, minus 7.00, minus 35.00, minus 9.71, which leaves 25.29.

Fees: put your own rates in once

The fee column is the one that usually goes wrong in a hand made sheet, because a fee often combines a percentage with a fixed amount per order. In the file you enter those rates once in yellow cells on the Fees tab, and every row on the Sales tab picks them up. For the example sale the rate is 13.25% of the item price plus 0.30 per order, which gives 9.71 after rounding.

Those rates are example values and not any platform’s official numbers, so please replace them with the current rates from your own seller account before you trust the results. There are three example rows and five empty ones, so you can add platforms of your own.

Track what is still in stock

Profit per sale is only half of the picture, because money is also tied up in what you have not sold yet. The Inventory tab lists what you bought with the same SKU you use in Sales, and it then shows units bought, units sold, units left and the stock value at cost. In the example data one item was bought five times for 35.00 each, three have sold, two are left, and so 70.00 sits on the shelf. Across all example items the file shows 12 units left with a stock value of 257.00.

Read the totals per platform and per month

The Net Profit tab does the adding for you. It shows sales, revenue, fees, costs, net profit and net profit per sale for each platform, and you can type a year and a month to see one month on its own. The example data holds 24 sales with 1,400.00 in revenue and 197.53 in fees, and after postage and item costs the net profit comes to 514.47. For August 2026 the example data shows 10 sales and 233.53 net profit. These are invented figures that exist to show how the sheet behaves, and they are not results of a real shop.

Get the free Excel file

Want the file we used for these numbers? Get the free Excel version here: https://sizerunstudio.gumroad.com/l/free-reseller-tracker-lite?utm_source=medium&utm_medium=article&utm_campaign=md_lite

It is built for Excel and works without macros, and you can delete the example rows and start logging your own sales right away.

Planning aid only, not financial or tax advice.

Disclosure: we publish the free spreadsheet mentioned here (Size Run Studio). The numbers are example data, not real sales.