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Syncing Inventory

Prevent overselling by keeping inventory synchronized across your Artbase storefront and connected channels. When an item sells anywhere, stock updates everywhere.

How Inventory Sync Works​

The Problem​

Without sync:

Mountain Print - 10 in stock

Etsy sale: -2     → Etsy shows 8, Artbase shows 10
Artbase sale: -3  → Etsy shows 8, Artbase shows 7
Another Etsy: -6  → Oversold! Etsy shows 2, actual is 1

The Solution​

With Artbase inventory sync:

Mountain Print - 10 in stock (single source of truth)

Etsy sale: -2     → All channels show 8
Artbase sale: -3  → All channels show 5
Etsy sale: -4     → All channels show 1
Next sale: -2     → BLOCKED (insufficient stock)

Setting Up Inventory Sync​

Step 1: Ensure Channel Connected​

Before syncing inventory:

  1. Connect Etsy or other channels
  2. Wait for initial product sync
  3. Verify channel products appear in Artbase

Step 2: Access Inventory Mapping​

  1. Go to Inventory in Creator Hub
  2. Click Channel Mapping tab
  3. See list of channel products

Step 3: Map Products​

For each channel product:

  1. Find the Etsy/Gumroad listing
  2. Click Map to Variant
  3. Select matching Artbase product variant
  4. Confirm mapping

Example Mapping​

Etsy Listing: "Ocean Sunset Print - 8x10"
    ↓ maps to ↓
Artbase Variant: "Ocean Sunset" → "8x10 Print"

Mapping Strategies​

One-to-One Mapping​

Most common—one channel listing = one Artbase variant:

Channel ListingArtbase Variant
"Mountain Vista 8x10"Mountain Vista → 8x10
"Mountain Vista 11x14"Mountain Vista → 11x14

Variant-to-Variant​

Etsy listing variations → Artbase variants:

Etsy: "Forest Print" with size options
├── 5x7   → Artbase: Forest Print → 5x7
├── 8x10  → Artbase: Forest Print → 8x10
└── 11x14 → Artbase: Forest Print → 11x14

Unmapped Products​

Some products may stay unmapped:

  • Channel-exclusive items
  • Discontinued products
  • Test listings

Unmapped products don't affect Artbase inventory.

Inventory Update Flow​

When Sale Occurs on Etsy​

  1. Customer purchases on Etsy
  2. Etsy processes order
  3. Artbase syncs order (within 1 hour)
  4. If product mapped, inventory decrements
  5. New stock level applies to all channels

When Sale Occurs on Artbase​

  1. Customer purchases on your storefront
  2. Payment confirmed
  3. Inventory decrements immediately
  4. Channel stock reflects new level (next sync)

Real-time vs Synced​

ActionTiming
Artbase saleImmediate
Etsy saleUp to 1 hour
Manual adjustmentImmediate
Bulk importImmediate

Managing Stock Levels​

Setting Initial Stock​

When mapping a new product:

  1. Click Set Stock on the variant
  2. Enter current quantity
  3. This becomes the source of truth

Adjusting Stock​

To update inventory:

  1. Go to Inventory
  2. Find the variant
  3. Click to edit
  4. Enter new quantity
  5. Add note (optional): "Restocked from printer"

Low Stock Alerts​

Configure alerts per variant:

  1. Edit variant
  2. Set Low Stock Threshold (e.g., 5)
  3. Receive notification when stock drops below

Handling Stock Discrepancies​

Identifying Issues​

Signs of inventory problems:

  • Orders you can't fulfill
  • Mismatch between actual and system count
  • Customer complaints about canceled orders

Reconciliation Process​

  1. Count physical inventory
  2. Compare to Artbase count
  3. Identify discrepancies
  4. Adjust in Artbase with note
  5. Investigate cause (theft, damage, sync issue)

Common Causes​

IssueCausePrevention
Over-countFailed to record saleAlways use system
Under-countRestocks not recordedLog all additions
MismatchSync delaysCheck before listing

Digital Products​

Unlimited Stock​

Digital products typically have unlimited stock:

  1. Create digital variant
  2. Toggle Unlimited Stock on
  3. No inventory tracking needed

Download Limits​

For limited-edition digital:

  • Use stock quantity as download limit
  • Each sale decrements count
  • Sold out when quantity reaches 0

Advanced Features​

Bulk Stock Update​

Update multiple items at once:

  1. Go to Inventory
  2. Select multiple variants (checkboxes)
  3. Click Bulk Actions → Set Stock
  4. Enter quantity
  5. Apply to all selected

Import/Export​

Export current inventory:

  1. Inventory → Export
  2. Download CSV with all variants and quantities

Import stock updates:

  1. Inventory → Import
  2. Upload CSV with SKU and quantity columns
  3. Map columns
  4. Review changes
  5. Apply

Stock History​

View stock changes over time:

  1. Click on a variant
  2. Select History tab
  3. See all adjustments with timestamps and notes

Channel-Specific Considerations​

Etsy​

  • Etsy doesn't push inventory to Artbase
  • Artbase pulls Etsy orders, then adjusts
  • Sync delay possible (up to 1 hour)
  • Consider buffer stock for high-velocity items

Gumroad​

  • Primarily digital (unlimited stock)
  • Physical products on Gumroad are rare
  • Sync similar to Etsy

Direct Sales​

  • Inventory updates immediately
  • No sync delay
  • Most accurate count

Best Practices​

Buffer Stock​

For high-demand items:

  • Keep 1-2 unit buffer
  • Prevents overselling during sync delays
  • Adjust buffer based on sales velocity

Regular Audits​

  • Count physical inventory monthly
  • Reconcile with system
  • Adjust and note discrepancies

Restock Timing​

  • Monitor low stock alerts
  • Order before hitting zero
  • Factor in production/shipping time

Clear Mapping​

  • Map all actively selling products
  • Review mappings quarterly
  • Remove discontinued products

Troubleshooting​

Stock Not Updating​

Symptoms: Sale occurred but inventory unchanged

Check:

  1. Is product mapped?
  2. Is channel connected?
  3. Has sync run recently?
  4. Click "Sync Now" to force update

Oversold Item​

Symptoms: Order for out-of-stock item

Actions:

  1. Contact customer immediately
  2. Offer alternatives or refund
  3. Investigate sync timing
  4. Adjust inventory to accurate count

Mapping Errors​

Symptoms: Wrong product decremented

Fix:

  1. Go to Channel Mapping
  2. Find incorrect mapping
  3. Click Unmap
  4. Create correct mapping
  5. Manually adjust affected stock

Next Steps​