Spreadsheet vs Reseller Software (Which Is Better for Profit Tracking?)

Quick answer: which should you use?

If you’re starting out or selling a small number of items, a spreadsheet can be great—if you track the right fields. But if you’re managing frequent sales, multiple platforms, and lots of “small costs,” software usually wins on consistency and time saved.

When a spreadsheet is the better choice

Spreadsheets shine when you want maximum flexibility and you’re comfortable maintaining your own system.

Spreadsheets are a good fit if you:

• Sell occasionally or have low monthly volume
• Use one platform most of the time
• Don’t track many add-on costs (or you can keep it simple)
• Enjoy customizing formulas and views
• Need a low-cost way to get started

What a “good reseller spreadsheet” must include

Most spreadsheets fail because they only track buy price and sell price. At minimum, include:

• Item ID, purchase date, source/location
• Buy cost (including tax)
• Fees (platform + processing)
• Shipping label cost
• Supplies (per order or allocated)
• Improvements/repairs
• Mileage or travel allocation
• Sold date, sell price, profit

Start here if you haven’t: How to Track Real Profit as a Reseller. That guide explains the profit formula and what costs to include.

When reseller software is the better choice

Software wins when your business needs consistent tracking and quick reporting. It’s less about “features” and more about removing friction—so you keep accurate data.

Reseller software is a good fit if you:

• Sell on multiple platforms (and struggle to combine numbers)
• Have frequent returns/refunds or shipping adjustments
• Track mileage, improvements, and supplies regularly
• Need quick reports (profit by month, platform, category)
• Want a system you can maintain in under 10 minutes/week

Side-by-side comparison

Signs it’s time to upgrade from a spreadsheet

Here are the most common “breaking points”:

• You forget to log expenses and have to reconstruct details later
• Returns and shipping adjustments are throwing off profit
• You sell on multiple platforms and can’t reconcile totals easily
• You don’t trust your profit numbers
• You spend more time tracking than sourcing or listing

What to look for in reseller software

The best reseller tracking tools make it easy to capture the same core data—without making you think too much. Here are features worth prioritizing:

• Item-based tracking: purchase → improvements → sale → final profit
• Cost categories: fees, shipping, supplies, repairs, mileage
• Simple workflow: add costs in seconds, not minutes
• Reporting: profit by month, platform, category, and item
• Export: CSV export so you always own your data

Pre-launch goal: A tool that’s reseller-simple: purchases, mileage, improvements, sale details, and profit—without the “accounting software” complexity.

A simple path to switch without losing data

1. Keep your spreadsheet as a backup (don’t delete it).
2. Standardize your columns (fees, shipping, supplies, improvements, mileage).
3. Export to CSV so you can import later.
4. Start with new items first in the software; migrate old data gradually if needed.
5. Compare results for 30 days (do your profit numbers feel more reliable?)

This approach reduces risk and makes switching less stressful.

Next step

If you’re early in your reselling journey, a spreadsheet may be the perfect starting point—just make sure you track the right costs. If you’re growing and want consistent profit tracking without the spreadsheet headaches, dedicated software can save time and improve accuracy.

Recommended next guides: How to track real profit • Reseller expenses checklist • Mileage tracking for resellers