Menu

How Syncetix works, step by step.

What you set up on day one, what Syncetix does for you every day after that, and where you still make the call.

Start free
Day one

Set it up once.

These four steps happen once. The app's dashboard shows a "Get set up" checklist and ticks each one off as you go.

  1. 01

    Create your workspace and invite your team

    Sign up with an email and a password. Your workspace holds your stores, suppliers, orders and books, and nobody outside it can see them.

    If others help you, invite them and choose what each one can see. A VA can handle orders and listings without ever seeing your profit reports or your supplier logins.

    You do: sign up, then invite people under Settings, Workspace.

    Teamexample
    YouOwner
    Order handlerStaff: Orders
    Listing VAStaff: Inventory
    BookkeeperStaff: Finance
  2. 02

    Connect where you sell

    eBay: click Connect, sign in to eBay and approve access. Syncetix never sees your eBay password, and you can connect more than one eBay account.

    WooCommerce: paste your store address and a REST API key that you create in your WooCommerce settings. No plugin is needed.

    Syncetix checks the products already in your store, so it does not list the same item twice.

    You do: connect each store under Settings, Sales Channels. See exactly what each connection can access.

    Sales channelsexample
    eBay, main accountConnected
    eBay, second accountConnected
    yourstore.com (WooCommerce)Connected
  3. 03

    Connect your suppliers and map their files

    Keystone and Meyer connect with your own dealer account details, so you get your own pricing, live stock and ordering.

    Any other supplier connects through an FTP folder, a file link or an API. The first time, you tell Syncetix which column holds what: part number, cost, stock, brand, images, MAP and shipping cost. After that, every new file is read the same way, even when it arrives at 3 am.

    The first import shows you what it found before anything goes live.

    You do: add each supplier under Settings, Suppliers, and confirm the column mapping once.

    Column mappingexample file
    "ITEM_NO"Part number
    "DEALER_COST"Cost
    "QTY_AVAIL"Stock
    "MAP_PRICE"MAP
    "SHIP_CHG"Shipping cost
    "IMG_URL_1"Image
  4. 04

    Set your pricing rules and publish

    Choose your margin. Syncetix works out each price from the supplier's cost plus their shipping charge, then makes sure it never goes below the MAP or below the minimum profit you set.

    Products from your suppliers become drafts for each platform. A draft only publishes once it has the minimum a good listing needs, such as a title, photos, a price and a category. Because eBay limits how many items each account may list, eBay drafts are never pushed live automatically. You choose what goes up, and Syncetix keeps the rest ready.

    You do: set your rule under Settings, Pricing, review your drafts in Inventory, then publish.

    Pricing ruleexample
    Supplier cost$112.00
    Supplier shipping$14.00
    Your margin20%
    Calculated price$151.20
    MAP floor$169.00
    Listed at$169.00, raised to MAP
Every day after

Syncetix runs the loop.

You don't start any of this. It happens on schedule, and the dashboard's "Need attention" list tells you when something needs a person.

  1. 05

    Stock and prices stay in step with your suppliers

    Each supplier file is read on schedule. When a cost or stock level changes, every listing that sells that product is updated, on every channel, and only the listings that changed are touched.

    When a supplier runs out, the listing is paused everywhere so you can't sell what you can't ship. When stock returns, it goes live again. If a file arrives broken or suddenly much smaller than usual, it is held back instead of wiping out your listings.

    Prefer to set your own prices on a channel? Turn on "sync stock only". Syncetix then only updates stock there, but still raises any price that would sell below your minimum profit.

    Overnight syncexample
    Supplier file read06:04
    Stock changes applied4,118
    Paused, out of stock2,417
    Back in stock, relisted1,882
    Held below MAP14
  2. 06

    Orders come in and go to the right supplier

    New orders from eBay and WooCommerce appear in one list. For Keystone and Meyer, Syncetix can place the order with the supplier for you, after checking the part can actually ship. For other suppliers, you place it and type the supplier's order number in.

    If a supplier runs out of something you already sold, you get an alert straight away, while there is still time to buy it elsewhere or talk to the buyer.

    Order 02-14921eBay · example
    1. 1Order received1 item, $86.407:43 pm
    2. 2Placed with MeyerSupplier order 190577:44 pm
    3. 3Waiting for trackingUsually the next day
  3. 07

    Tracking finds itself and reaches the buyer

    Syncetix reads tracking numbers from your suppliers' shipping emails and from Keystone's and Meyer's own systems. It matches each number to the right order and uploads it to eBay or your store under the carrier's correct name, so the buyer sees their parcel move.

    It then keeps watching the parcel and alerts you when one stops moving or comes back with a delivery problem.

    Trackingexample
    Found in supplier emailACCC001865580
    CarrierMeyer Logistics
    Sent to eBayDone
    StatusDelivered
  4. 08

    Returns, disputes and refunds land in one queue

    Returns, cancellations and payment disputes from every channel arrive in one place with the order attached and the deadline shown. Each one is booked against the month it actually happened in, even when the sale was last month.

    Returns & Disputesexample
    Return, item not as describedRespond by Fri
    Cancellation requestOpen
    Payment disputeRespond today
  5. 09

    Close the month with real numbers

    Every order carries its real earnings: channel fees, ad fees, supplier cost, shipping and refunds. Add your overheads, such as software, wages or rent, and the profit report includes them too.

    When the month is done, lock it. A locked month never changes, so what you filed taxes on stays exactly as it was. A late refund is recorded as an amendment you can see, not a silent edit.

    July profit and lossLocked
    Sales$48,112.06
    Channel and ad fees-$6,873.94
    Supplier cost-$31,209.40
    Refunds-$1,204.18
    Overheads-$640.00
    Net (example)$8,184.54

Try it with one supplier and one store.

Free while in early access. If you get stuck, a person answers at cs@syncetix.com.

Start free See every feature