March 25, 2013 by Andrew Minalto - 36 Comments

My TOP 10 eBay Productivity Tools!

Do you WORK online or do you have an online BUSINESS?

As there’s a difference, a huge one in fact.

Over the years, I have been contacted by hundreds, probably thousands of eBay business owners seeking advice on how to improve their business, listings and so on. And almost in all cases the main thing I notice is that eBay sellers work very hard! Maybe even too hard…

Most people who sell on eBay are individuals who don’t have employees and therefore spend all their days doing everything on their own! I’m talking about such tasks as:

  • Research
  • Product sourcing
  • Creating listings
  • Order processing
  • Order packaging / dispatching + returns
  • Customer support
  • Feedback
  • and so on!

And they have to, right? As all small time traders are faced with these tasks when doing business on eBay. Yes, correct.

The problem is that most people spend TOO MUCH time on these tasks! They work crazy hours just to get everything done and even then, in many cases they earn less than minimum wage!

I’m sure one of the reasons you started your own business was to get out of the rat race and crazy hours you were working before and now you’re stuck doing the same thing, just in your own business and not someone else’s? So what’s the solution?

First and foremost – you need to start automating as many tasks and processes in your business as possible.

Yes, this means learning & USING new tools and software.

Yes, this means investing some money in those new tools and software.

Yes, this means that you should finally start working SMARTER and not HARDER!

This will be your first step towards having an online BUSINESS instead of having an online JOB!

So in this blog post I want to cover 10 basic eBay tools you can start using immediately to increase your productivity. These tools will help you free up your time from mundane daily tasks (with low return) and spend more time on tasks that can help you grow your business.

1. Research

I know this is beginning to sound like a broken record but seriously – if you want to do proper research on eBay, you have to get a Terapeak subscription! There’s currently a 7 day free trial available and after that it’s $30 per month and you can un-subscribe any time you want. If you’re just starting out on eBay, this really is the best investment you can make for your business..

Usually, all you need is one month to research products and find a new niche to start in.

2. Listing Creation

If you’re still manually creating your listings using eBay’s interface, you’re losing out, big time! As it’s just so much quicker and easier to create listings using a proper listing tool. I personally use Turbo Lister for this task and it does the job. Plus it’s FREE! (you can never get too much of that, right?)

Yes, Turbo Lister is not perfect, I get that, BUT when you actually start working with it, it’s really not that bad at all. Just don’t click all over the place when it freezes – wait for some time and in most cases it will resume and go back to ‘working mode’. Just one important piece of advice with Turbo Lister; make sure you do weekly back-ups of your listings so you don’t lose any important data should disaster strike.

3. Image Management

If you’re serious about your eBay business, you can straight away forget about free image hosting websites such as Photobucket. Get your own hosting account & use a FTP client such as File Zilla to upload and manage your product pictures. This one tool alone can save you hours upon hours each month spent uploading and managing product images – especially if you have hundreds of live listings.

If you’re new to image hosting, take a look at my Image Hosting Video Tutorial here.

4. Listing Management/Scheduling

Here’s what I do – create one perfect eBay listing in Turbo Lister and save it. Then simply duplicate that listing for other items as well. All I have to do then is change the image URLs, description and shipping terms which takes less than 2 minutes for each new listing.

Scheduling – if you’re always waiting for the right time to list MANUALLY, you’ll love this! With Turbo Lister and a Selling Manager Pro (SMP) subscription you can schedule all your listings in bulk, upload to eBay and that’s it – It will automatically start listings based on your settings! Plus it’s all FREE when you have an SMP subscription.

And this is crucial to get right!!! Many newbie eBay sellers do it this way; they simply list items when they finish them – be it 10AM, 5PM or 2AM at night. While with BIN & ‘Good Till Cancel’ listings the end time really doesn’t matter, with AUCTIONS it’s very important to get this right. As right before it ends is when eBay gives the biggest boost to your listings in search results. That’s why you want to make sure to END your listings at the times when your potential buyers are online and in a buying mood. To find out what precise times are best for your listings, use Terapeak.

5. Stock Management

You need a system for stock management, period. And there are 2 major ways to go with this. The first one is to manage your stock levels through Selling Manager Pro. This gives you the option to add SKU numbers to items for easier integration with your eBay warehouse set-up. With SMP you can also set-up Low stock alerts which are very handy when dealing with hundreds of different items. And all this for just 5 quid per month.

Alternatively, you can look into more sophisticated cross platform selling solutions such as Linnworks. Not only will it manage your stock levels and help with order processing, it will also allow you to sell on Amazon and your own website using the same stock level and order processing system. Yes, there is a learning curve involved with this one but in the long term; it should definitely prove to be a prudent investment for your business.

6. Order Processing

If you’re still individually printing out each order from eBay and then manually creating invoices, labels and packing lists, then to put it bluntly – you’re lost. No, seriously – if that’s the case, then it really shows where the full time eBay work title comes from.

Order processing (printing invoices, labels, marking orders dispatched etc.) should be a one click operation. Selling Manager Pro, Linnworks and countless other tools allow you to BULK process your orders meaning you select all orders, make a few clicks and all orders will be processed, invoices created, packing lists and shipping labels printed, and marked as dispatched. There’s no reason at all not to take advantage of this.

7. Shipping Labels

This is a good one! I’m still surprised to see how many eBay sellers do this manually – copying & pasting each individual addressee into Excel, then printing them out on A4 sized paper, cutting them into pieces using scissors and then attaching the home-made ‘label’ to each package. WRONG!!! Again – there are no excuses for having such a time consuming process for something so simple!

Whether you use Integrated Labels or Dymo (thermal) labels, it really doesn’t matter, as long as you’re using one! Linnworks integrates easily with both and with Selling Manager Pro, you can print out each integrated label individually OR by using one of the free tools provided by Integrated Labels to process all orders in bulk (most probably the best method).

Not only will this free up your time but it will make your packages look professional! Remember – thermo labels are water safe while ink jet print outs are not! So if you use integrated labels, print them using a Laser printer, not an Ink Jet one.

8. Feedback

I personally leave feedback to buyers right after payment is made. But I don’t do it manually! Selling Manager Pro does this for me 24/7 and you can even customise the feedback messages it leaves for your buyers.

Another thing you want to watch out for is negative feedback. You will get much better results if you act on them as soon as they’re left as the quicker you respond to an unhappy buyer the better your chances of getting the negative feedback amended and maintaining your all import seller ratings! Selling Manager Pro will alert you immediately when you receive a negative feedback and that’s an incredibly helpful tool you should be taking advantage of.

9. Emails

Some people must really enjoy hard work, seriously! Very often I get hand written messages/e-mails from eBay sellers when I make a purchase to thank me for my custom. Which is a great touch of course BUT why do it manually?

Selling Manager Pro allows you to customize payment received, item dispatched and feedback reminder e-mails so they are sent out automatically and best of all you set the exact wording of the message that is sent so they can still be designed to look real and personal! The only difference is you don’t have to manually type out each one, so why not use this feature?

Next, the eMail tool you should be using is an auto-responder service such as aWeber (my personal choice) or MailChimp. I still don’t know why eBay sellers are so lazy in using new technology and improving their business and this is a prime –example – extra money is just being left on the table!!

If somebody purchases something from you, there’s a chance that if you provide a good service they will do the same in the future, right? YES, but the problem with eBay is that your customers will forget about your shop in a matter of days after receiving their package. And the next time they go on eBay looking for a similar item they’ll do a brand new search and chances are they’ll end up buying from one of your competitors rather than you!

You can fix this by using auto responders and building a customer e-mail list! So you can REMIND them about your company by sending out regular newsletters, sales promotions and special offers. If you have a website, this would be the easiest way to “funnel” your eBay customers to your eCommerce shop and avoid those eBay fees! The most effective way to do this is by sending out special discount codes which your customers can then redeem at your online shop. After all, who doesn’t like to receive a discount?

10. Accounting

Lastly – accounting. I’ll be totally honest with you – I don’t know much about it and I have no plans to change that. I started outsourcing accounting from the day my first company went VAT registered. In my humble opinion, life is too short to be wasted on accounting tasks especially when you can pay someone to do a much better job for you. Plus this is a task where it’s really worthwhile getting an expert to take care of it for you as you really have to be on the edge all the time and continually learning to do your own books as laws and business accounting specific rules change every year.

But if you’re just starting out, as a self-employed business owner, you don’t have to outsource your accounting completely. All you need is someone who can prepare your tax return once a year (based on the invoices & receipts you have collected).

You can of course organize your books using an Excel spread sheet BUT why not use specialist tools, built specifically for this purpose? There are various online tools perfectly suited to small eBay traders’ accounts – most will have an import function which means you can import your sales data directly from eBay/PayPal which can save a lot of time! I don’t want to recommend any specific tool as I haven’t tested them personally but here are some of the UK’s most popular online accounting tools:

http://www.sage.co.uk/

http://www.kashflow.com/

http://www.quickfile.co.uk/

http://www.pegasus.co.uk/

http://www.intuit.co.uk/

Conclusion

So, that’s the TOP 10 eBay tools to help you increase your productivity! I’m almost certain that when you implement all of these tools in your eBay business, you’ll reduce your work load dramatically and most importantly free up your time for the really productive tasks that will keep your business growing

To sum it up, here’s the list of tools I use to help me automate my eBay business:

Yes, some of these are paid tools but you really shouldn’t look at this as an expense. It’s an INVESTMENT.

Also, make sure you SAVE money whenever you can! For example, each year Terapeak runs a massive promotion on yearly accounts – offering huge savings. I’m on a yearly Terapeak account with access to ALL sites for just $17 a month (the regular price is $50 per month)…

The Linnworks local version is free to use…

Host Gator also runs regular promotions + you can use my coupon code to get $10 off your first invoice: ANDREWMINALTO

And if you’re starting just out, you can use Mail Chimp as your e-mail auto-responder as it offers a free account version. There are of course some limits though and it’s only free until you reach 2000 subscribers. Still, it’s perfect for people on a low budget.

So it’s not that bad when you sum it all up! The only significant expenses are the auto-responder account, Terapeak and Selling Manager Pro and all this together won’t cost you more than 50 quid per month BUT will give you countless benefits while definitely improving your productivity!

Have a great eBay tool I haven’t mentioned? Feel free to share it with our blog readers below, in the comments section.

Thanks,
Andrew

36 Comments
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  1. Hi ,

    I am listing my products on ebay.com, ebay.co.uk and ebay.com.au through the file exchange tool. I have already subscribed selling manager. Now I want to subscribe for basic store. But as I know with store scheduling is paid on all websites. So my questions is this if I subscribe basic store and selling manager pro on all three websites then scheduling will free or not on all three websites?

    1. Andrew Minalto

      Yes, scheduling will be free on all websites.

  2. Hello Does anyone know of software that can look at all your products using the custom labels and then tell you the profit after postage etc

    1. Andrew Minalto

      I don’t think there’s such software Richard….

  3. Nikki Stars

    Hello Andrew,

    Lovely Article! I had a question for you. What is the best eBay tool to use to upload items to eBay in bulk? Something that is simple and won’t take long. If you have any suggestions, that would be great. Thank you 🙂

    1. Andrew Minalto

      Hi Nikki,

      Turbo Lister is simple, free & easy to use.

      It will work for bulk listings, unless you need to deal with hundreds of listings at same time.

      Andrew

  4. Hi Andrew,

    what is your opinion about https://packing-slips.com/
    Is it good as well?

    Kind regards,
    Jeff

    1. Andrew Minalto

      Hi Jeff,

      I haven’t seen/used them so can’t really comment on how good they’re.

      Andrew

  5. Hi Andrew,

    Great post! Quick question – Regarding the automated replies selling manager pro sounds very good, however how can you automate replies for example on the weekend when I am out of office letting the customer know I will reply Monday. What is the best system/software for this?
    Also how can you set up automated replies for both eBay/Amazon/website in one place? And do you have to reply through eBay/Amazon message centre or can you do this through some where else?

    Thanks

    1. Andrew Minalto

      Hi Greg,

      You can set-up an auto reply in almost any email program, like Gmail and turn it on on weekends if you want, so that people get automated reply from you.

      Unfortunately I’m not aware of any software that can connect all 3 platforms in one place, unless you use simple emails which of course you can manage all from one – gMail or similar account.

      Thanks,
      Andrew

  6. Hello,

    I am a fairly large ebay seller who has been using Marketworks for 17 years now for all of my ebay “duties”. Marketworks was acquired by Channeladvisor about 5 years ago. Effective in July 2015, Marketworks will be no more, and of course Channeladvisor “expects” all us Marketworks users to migrate over to them. That is just not going to happen at the ridiculous rates they charge.

    So….I want to start using ebay Selling Manager Pro, but don;t really have the time to learn it inside and out…..thus the reason for this message.

    Do you know anyone who knows Selling Manager Pro really well, and can tutor me to help shorten the learning curve? I’m one of those people that picks things up much better “seeing it work” than “reading how it works”.

    If the person is an expert, I wouldn’t mind paying for this service.

    Any advise?

    Thank you,

    John

    1. Andrew Minalto

      Hi John,

      Are you sure that Selling Manager Pro will handle all the tasks your current program does? As SMP is a fairly simple and straightforward eBay service, with just few features to master. Very simple.

      It’s not a cross platform system like Channeladvisor is…

      Andrew

  7. You mentioned Mailchimp to build a subscriber list but what about the newsletter features inside ebay marketing tools? Maybe I’m hung up having a system that allows me to sell on ebay BUT ALSO have a dedicated branded website of my own with the same inventory levels. That’s my problem with the MailChimp suggestion..funneling people to your website and avoid eBay fees. I would do that if I knew of a solution that has a central inventory count for eBay and anything else.

    I can’t be marketing stuff on Mailchimp that I have listed on eBay like the built in Manager with live active auctions.

    1. Andrew Minalto

      As far as I know, there’s no such tool/service available at this time.

  8. Matthew Lindsay

    BIG AND EASY TIP:

    If you plan on selling $500 or more each month – open a basic store for $15.95 a month!!!!

    1. Andrew Minalto

      Hi Matthew,

      Value of sales is kinda irrelevant here as you could sell just few items worth $500 together and pay less in fees compared to shop’s subscription.

  9. Matthew Lindsay

    I typically search for an item on ebay or something very similar and click “Sell now”…make a few adjustments to title, upload pics, copy and past description template from notepad, add short description, add price, add shipping weight, and done. Takes about 2 or 3 minutes to list items this way….

    I’m trying to figure out if turbo lister would have advantages to the above method.

    1. Andrew Minalto

      well, if you list just few individual listings, this may work ok.

      But when you deal with dozens or hundreds of listings, need to easily copy/duplicate/schedule them, Turbo Lister will be much more productive and easier to work with…

      Andrew

  10. Very informative, thank you!

    eBay changed its policy and lets you upload 12 photos for free, so I’m assuming your section about image management is not relevant any more?

    1. Andrew Minalto

      It still is, as only with self hosted images you can add them inside listing description using Turbo Lister + of course do the marketing tricks (up-selling, holiday banners, free gifts etc.)

      Thanks,
      Andrew

  11. I would recommend http://www.bidvista.com if you are after a free research tool.

    1. Andrew Minalto

      Thanks Alan.

      From what I see – it doesn’t work with past data – it just displays CURRENT data for sellers, items etc.

      Andrew

  12. Tthanks for share, all this info are really useful 😉

    1. Andrew Minalto

      You’re welcome Pau!

  13. Thanks for the info Andrew, will definately help with my business.

    One question though, is there a way of automating the address labels in bulk?

    I have a label printer but at the moment I’m copying and pasting the names and addresses individually, which is probably my most time consuming task.

    Is there a way of automating this or making it easier?

    1. Andrew Minalto

      Hi Michael,

      If you’re using a label printer (such as Dymo), the easiest way to automate label printing process is to create a special Excel application for this task. So you can simply export all orders from eBay, import into this application and print out ALL labels with a click of a button!

      Such application can also fix names and address so that first letter is only capitalized, post code – all capitalised etc.

      If you’re good with Excel, you can do it on your own but if not – just hire someone on Elance.com or Odesk.com to do this task for you.

      Here’s one good Excel programmer on Elance I can recommend:

      https://www.elance.com/s/math/

      Hope this helps Michael!

      Thanks,
      Andrew

      1. Thanks so much Andrew, really appreciate your advice:)

        1. Andrew Minalto

          You’re welcome Michael!

  14. Anthony Burke

    Andrew, Thanks for the Article it is very helpful. I do have a question regarding Scheduling. In section 4. Listing Management/Scheduling, do you use an excel or CSV file for this? Is it still free if you have a Store Subscription?

    1. Andrew Minalto

      Hi Anthony,

      You don’t need to use Excel or CSV for listing scheduling/uploading when you use Turbo Lister. It’s a built in feature.

      Scheduling is a paid service, even if you have basic shop subscription BUT it’s free with the subscription of Selling Manager Pro. As you want to use SMP anyway, scheduling really is free.

      Thanks,
      Andrew

  15. Great post, feel a bit silly that i haven’t used seller manager pro. Just signed up.

    I’m all for saving myself time.

    Would be great if you could do a full post in the future about using the emails and how to set them up with-out it looking like spam etc.

    1. Andrew Minalto

      I will actually have an article on this next month so stay tuned!

  16. Good info Andrew your always working hard. bless

    1. Andrew Minalto

      Thanks Jay!

  17. Awesome post Andrew thanks for sharing 🙂

    1. Andrew Minalto

      Thanks Richard!

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