Reseller Expenses Checklist (Costs Most Sellers Forget)

Why expense tracking changes everything

Two resellers can sell the same item for the same price—and one makes double the profit. The difference is usually hidden in the details: shipping method, platform fees, returns, supplies, and time/travel.

When you track expenses consistently, you can:

• Set prices confidently because you know your true margin
• See which categories are actually profitable (not just “fast selling”)
• Identify where money leaks out: shipping, fees, returns, sourcing travel
• Stay organized for tax time and avoid last-minute scrambling

Item-level expenses (attach to each flip)

These costs should be connected to specific items whenever possible. If you track per-item expenses, you’ll always know which flips are worth repeating.

Purchase & acquisition

• Purchase price (including sales tax, if paid)
• Buyer premiums (auctions)
• Pickup fees or load-out charges (if applicable)

Improvement & prep

• Repairs (parts, tools used, outsourced repair labor)
• Cleaning supplies (when used specifically for an item)
• Replacement pieces (remote, cable, battery, charger)
• Testing materials (batteries, adapters) if item-specific

Selling & fulfillment costs

Selling costs are easy to underestimate because they appear after the sale. Track them per item whenever possible.

Platform + payment fees

• Platform fees (final value, listing upgrades, promoted listings)
• Payment processing fees (card/transaction fees)
• Store subscription fees (if you use a selling “store” plan—can be overhead or allocated)

Shipping

• Shipping labels (USPS/UPS/FedEx)
• Insurance or signature confirmation
• Return shipping (if you cover it)

Packing supplies

• Boxes, polymailers, bubble wrap, packing paper
• Tape, labels, ink/thermal labels
• Corner protectors (for fragile items)

Returns and adjustments

• Refunds/partial refunds
• Chargebacks or disputes
• Discounts offered to close a sale

Travel & mileage costs

Travel is both a cost and a performance metric. Even if you don’t calculate dollars per mile, tracking mileage helps you understand the real cost of sourcing and fulfillment.

• Sourcing trips (thrift stores, clearance runs, auctions)
• Pickups and drop-offs for local deals
• Post office / shipping runs
• Supply runs tied to reselling

Overhead & business costs (track monthly)

These costs aren’t always tied to one item, but they still impact your profit. Track them monthly so you can understand what your reselling business needs to break even.

Tools and software

• Listing tools, repricing tools, bookkeeping tools
• Photo setup equipment (lights, backdrop) if you treat it as business overhead

Storage and workspace

• Storage unit fees
• Shelving, bins, and organization supplies
• Portion of home office expenses (if applicable)

Business services

• Internet/phone portion used for reselling
• Banking fees
• Professional services (accounting, tax help)

Keep it simple: You don’t need perfect accounting in Phase 1—just capture the costs consistently so your profit numbers are honest.

A simple system to track expenses (that you’ll actually use)

Expense tracking fails when it’s too complicated. Here’s a system that works for most resellers:

1. Track per item: purchase price, repairs/improvements, fees, shipping label, returns/adjustments.
2. Track per trip: date, miles, purpose (sourcing/shipping/pickup), short note.
3. Track monthly overhead: storage, tools/software, supplies bulk purchases, services.
4. Review weekly: check your margins and identify what categories or platforms perform best.

Next step: make it effortless

A checklist is a great start—but the real win is keeping expenses connected to each item so profit calculations stay accurate over time. If you can log purchases, mileage, improvements, and sales in one place, you’ll stop guessing and start making data-driven sourcing decisions.

Recommended next guides: How to track real profit • Mileage tracking for resellers • Spreadsheet vs software