Import and manage sales

The Sales page

Sales (sidebar, under Sales & Purchases) combines completed eBay transactions with off-platform sales you record manually. The top bar summarizes Gross revenue, eBay fees, Cost basis, Net profit (with margin), and Avg sale for the selected timeframe.

The page loads your full sales history. In the rare case it can't (a very large history or a connection hiccup), a banner says exactly how many recent sales are shown, so the totals and exports are never silently missing older sales.

• Filter by All, Needs shipping, In transit, Completed, Returns & cancellations, or any card tag.
• Search by player, buyer, or order number.
• eBay sales with no card attached show the player above the year, set, and card number when those details can be read, matching Listings. An attached card supplies its own details.
• Export CSV downloads your sales; Tax report generates a sales-tax summary. Both include a Tags column on the sale detail rows, using tags from the linked card separated by semicolons.
• The Sales CSV adds Card ID, Name, Year, Set, Card Number, Insert, Parallel, Numbered, Grader, Grade, and SKU after the existing columns, using the same formats as the Cards CSV. These cells are blank when no card is linked. Grader and Grade are blank unless the linked card is marked Graded; stored grading details are kept when Graded is off. The Tax report keeps its existing columns.
• Each row shows the sale price, fees, shipping-label cost, and net — expand a row to see the full breakdown. The breakdown ends with Order earnings, what eBay pays you before your card's cost; Net profit is what is left after that cost.
• On iPhone, open a sale to see the eBay title and amount first, then the linked card, order details, financials, and fee breakdown. Use the compact actions to link or view the card and open the order on eBay.
• Click a column header — including Card — to sort the ledger; choose Columns to show, hide, or drag-reorder columns (for example Sold, Cost basis, Net, Date). Your layout is saved to your account.

Record an off-platform sale

Use manual sales for transactions completed outside eBay, such as Facebook Marketplace, COMC, or a card show.

You can also start from an unsold card: choose Record sale, enter the price, date, and platform, then save. The sale is automatically linked to that card. PSA is available in the platform list.

1. 1Choose Add sale at the top of the Sales page.
2. 2Select where the sale happened, then enter the sale date and price.
3. 3Enter Shipping label cost (you paid) for the postage you bought, and Shipping charged to buyer only if the buyer paid you for shipping. The two are separate: the label is an expense, what the buyer paid is revenue.
4. 4Add platform fees, an order reference, or notes when they apply. Leave fees blank if you don't know them yet — CardZen then shows net as unknown rather than assuming zero.
5. 5Choose Add sale. The transaction appears in your sales ledger immediately.

Sync sales from eBay

New sales appear on their own as eBay reports them, and their fees fill in automatically over the following day or two as eBay settles them. You don't need to sync by hand to get accurate fees.

Syncing sales from eBay keeps the details already saved on your listings.

Behind the scenes: Best Offer and discounted orders use the final buyer-paid price; multi-item orders sync as separate line items; and order-level fees, shipping, and tax are split across those line items.

1. 1Choose Sync eBay at the top of the Sales page.
2. 2CardZen pulls new sales and refreshes fees, shipping, tax, and net for existing ones.
3. 3Run a sync after connecting eBay, or when older sales are missing payout details.
4. 4Sync eBay can fill fees only for eBay orders in the selected date range. Spreadsheet imports and off-eBay sales need fees entered by hand.

Sync older eBay sales

On Sales, open Sync history and choose a start date. The earliest selectable date is the first full day inside eBay's two-year history limit; the partial day at the limit is excluded.

Choose Start sync to fetch sales oldest first. If a sync pauses, choose Resume. If its start date has fallen outside the available history, CardZen moves it to the earliest supported date and shows a notice.

Fees and net profit

When the connected eBay account grants finance access, each sale shows the actual itemized charges eBay reports — final value and fixed order fees, promoted listings, shipping labels, international fees, tax, listing charges, credits, and other adjustments. Credits reduce the fee total. Net uses the synced sale, shipping, tax, and signed fee amounts instead of rebuilding the charge from a published rate.

Recorded fees stay visible in the sales row, expanded fee breakdown, CSV export, and tax-report details even when the card's purchase cost is missing. Net profit stays unknown until both fees and cost are recorded. If the row says cost not recorded, add the actual purchase cost; syncing eBay again does not supply it.

For imported or off-eBay sales, expand the sale and choose "Add fees" under Platform fees, enter the actual amount, and choose Save fees. On phone-width web, "Add fees" appears below sales with no recorded fees. To correct a recorded amount, choose its button, for example "$2.35 · edit". Enter 0 for no fees, or clear the field and save to mark fees unknown again. Sync eBay cannot fill these sales.

If eBay-synced sales never get fees, reconnect eBay in Settings to grant finance access.

The Sales eBay fees total includes all recorded fees for the selected sales, even if you do not track purchase costs. Returned and cancelled sales are excluded. The note below the total shows how many sales have recorded fees. Net profit and ROI still require both fees and purchase costs. The tax-report summary shows all recorded eBay fees separately from the fees and shipping labels for sales included in profit. The detail rows show all recorded fees and labels, leaving unknown amounts blank. Fees Synced reports whether fees are recorded, independently of purchase cost.

In Tax report, Counted In Totals explains which detail rows contribute to revenue and profit. Returns and cancellations keep their historical amounts but are marked as not counted. Rows missing fees or purchase cost are marked as revenue only, with the missing information identified.

Fields to confirm

• Sale price, fees, and shipping charged vs the shipping label you bought.
• Taxes where relevant.
• Return or refund state.
• The linked card, and a cost basis if the sale isn't linked to a card or purchase.

Reverse a sale: cancel or return

Expand a sale and use Mark cancelled when the order was cancelled before you shipped, or Mark returned when a card you shipped came back. CardZen offers whichever one fits, based on how far the order got. Both only update your CardZen records; neither cancels, refunds, or changes anything on eBay.

Either way the card returns to inventory still carrying its cost, and the sale leaves your revenue and profit totals. A return needs a reason; a cancellation does not. Reversed rows stay visible under the Returns & cancellations filter, and Reopen this sale brings one back if you reversed it by mistake.

An order cancelled on eBay itself, or refunded in full before you shipped it, is handled for you. The next sync sees it, marks the sale cancelled with eBay's own reason, and returns the card to inventory, so your revenue and profit never count an order that fell through. Sync eBay also re-checks older sales still waiting to ship, so an old order eBay has since shipped, cancelled, or refunded leaves Needs shipping on its own. If you had already cancelled or returned that sale yourself, your version stands and is not rewritten.

Remove a sale that isn't part of your card business

Sell things other than cards on the same eBay account, like a helmet or a belt? Expand the sale on the Sales page and choose Remove sale. It leaves your revenue and profit, any card it was attached to goes back to inventory, and future eBay syncs will not bring it back. Sync eBay reports how many orders it left out for this reason.

Use Remove sale for items that aren't cards, duplicates, and test listings. For a card that came back or an order that was cancelled, use Mark returned or Mark cancelled instead: those keep the sale on your records while taking it out of your totals, and orders cancelled on eBay are reversed for you on sync.

Removed one by mistake? Once you have removed an eBay sale, the Sales page shows a "deleted eBay orders" button. Open it and choose Restore to bring the sale back with the same price, buyer shipping, tax, and eBay fees it had. If eBay still has the order, the next sync fills in the detailed fee breakdown. A sale you entered by hand cannot be restored once removed.

Profit impact

A sale is only as accurate as its links. Confirm the sold card and its cost basis so CardZen can calculate real net profit. If a sale isn't linked yet, add a manual cost basis so net profit still means something.

Exclude non-card eBay items

Choose Exclude from CardZen on an imported listing, sale, or purchase. Confirm to hide that eBay item and matching imported transactions from your ledgers and financial totals. This does not end the listing or change an eBay order. Existing cards and links remain intact.

The exclusion is remembered by eBay item number, so later syncs and imports carrying that number remain excluded. Records without an eBay item number cannot use this option. A new eBay item number is a different item.

Choose Excluded items on the same ledger, then Restore to include it and its related imported records again. This is separate from sales you previously deleted or rejected, which retain their existing restore workflow.

On mobile, Exclusions (web) opens the authenticated ledger with the same exclude and restore actions.