If you've ever spent 20 minutes trying to remember which box that Chanel jacket went into — or worse, whether you even still have it — this one’s for you.
Running a secondhand fashion business is already a lot: sourcing, shooting, listing, shipping… the last thing you need is inventory stress dragging you down. A sustainable digital cataloging system doesn’t just help you stay organized — it lets you breathe. It gives you back time, reduces errors, and creates the kind of structure that can actually scale with your business.
Let’s break it all down.
Why a Digital Inventory System Is Non-Negotiable
Most sellers start with a notebook, maybe a Google Sheet, and a whole lot of mental juggling. It works — until it doesn’t.
Here’s what starts to go wrong:
When you're managing 5–10 items, you can get away with it. But once you hit 30+ listings across multiple marketplaces, the cracks show.
A digital cataloging system is the safety net — and growth foundation — every serious seller needs.
What Your System Needs to Track
At its core, your system should answer three questions at a glance:
1. What do I have?
2. Where is it listed?
3. Where is it physically stored?
Bonus: Add a cost price and final sale price to track your margins over time. Trust me, future-you will thank you.
The Tools That Work (Even If You’re Not “Techy”)
You don’t need to be a software engineer to set this up — but you do need the right tools.
Here are a few options:
📋 Google Sheets (The OG)
Perfect for getting started. Customizable, free, and easy to access anywhere. Create filters for sold items, condition, or platform.
✨ Pro tip: Use data validation dropdowns so you're not typing "Vestiaire" 20 different ways.
📁 Notion
Aesthetically pleasing and highly flexible. You can build databases with images, tags, and relational links (e.g. connect item status to platform performance).
✨ Pro tip: Use Notion formulas to auto-calculate profit or restock timelines.
🛠️ Oly (or other inventory tools)
If you're scaling and want to actually sync across platforms, tools like Oly can give you a full dashboard view of your inventory and auto-update listings.
✨ Pro tip: Look for features like bulk import/export, duplicate listing detection, and platform syncing.
Naming Conventions & Storage Bins: The Underrated Power Duo
This sounds small — but it’s huge.
Name your SKUs or IDs consistently
Example: CHANEL_JACKET_38_BLACK_001
This makes your file naming, search, and bin placement intuitive and lightning-fast.
Use physical bin labels that match your digital sheet
Whether it’s “Bin A1” or “Shelf 3 / Garment Bag,” make sure you can go from screen to storage with zero guesswork.
✨ Pro tip: Put a printed QR code on bins that links to your Google Sheet row or Notion page.
Make It Sustainable (aka Don’t Overcomplicate It)
A system is only sustainable if you actually use it.
That means:
Don't aim for perfection — aim for consistency. The goal isn’t to build a Silicon Valley backend. The goal is peace of mind.
The Big Payoff: Less Stress, More Sales
Here’s what a solid inventory system unlocks:
✅ Faster shipping = happier buyers
✅ More confidence to scale
✅ Fewer costly mistakes
✅ Easier financial tracking come tax time
✅ Actual headspace to focus on growth (not chaos)
And most importantly? You get to feel like the CEO of your business — not the overwhelmed intern running around with a missing Loewe blouse.
There’s a lot of talk in resale about growth hacks and profit margins, but real power comes from systems. And this one — your inventory catalog — is the quiet engine behind everything.
Think Oly 🫒can help your business? Drop us an enquiry here: https://www.oly-platform.com/contact
