Seller intake checklist
Use this checklist before sending a seller spreadsheet, dealer export, eBay export, truck row set, trailer row set, or repair-shop surplus file. It explains what Parts Masters needs before review without authorizing imports, outreach, provider changes, or public listing activation.
Seller intake checklist guidance only. Seller pricing remains manual quote only. This is not public seller pricing, not actual seller performance, not verified seller results, and not a lead, sales, traffic, backlink, ranking, conversion, revenue, ROI, or SEO guarantee. Parts Masters remains a direct-contact marketplace. Buyers confirm price, condition, fitment, freight, payment, title, and availability directly with sellers.
Source checklist
Each source type needs different proof before Parts Masters can review it. The checklist keeps files, source rights, contact routing, and separate software-fit context clear before any public listing decision.
Internal or owner-controlled inventory
Use the canonical CSV or internal records, then import as pending for admin review.
Owned inventory still stays pending until admin review; the checklist does not publish listings.Review listing rulesSeller-provided CSV, Excel export, or shared sheet
Convert to the canonical CSV, validate, then resolve missing fields before any pending import.
Seller-provided files do not authorize outreach, public seller pricing, paid placement, or automatic publication.Start seller intakeDealer system, DMS, shop management, or supplier export
Map source headers to canonical fields, preserve stable external ids, and document reuse permission.
A system export is not a live integration, CRM delivery, webhook, call/SMS attribution, or provider activation.Review software fitSeller Hub export or approved eBay API refresh
Preserve source URLs, convert to pending Parts Masters rows, and keep eBay changes seller-controlled.
This checklist does not revise, publish, end, reprice, delete, or otherwise mutate live eBay listings.Ask about eBay fitTruck, trailer, or titled-equipment inventory rows
Collect VIN or serial clues, specs, condition, title/contact owner, and photo rights before public review.
Truck and trailer rows do not create title transfer, inspection, payment, freight booking, or availability guarantees.Review channel fitShop-owned extra parts, cores, takeoffs, or dead-stock inventory
Separate surplus listing intake from the shop's internal service-order and invoicing workflow.
Repair-shop surplus intake does not authorize Shop Command integration, customer data sharing, outreach, or public seller proof.Ask about Shop CommandBefore review
Sellers should prepare source authority, reusable media, contact routing, update ownership, and file fields before asking Parts Masters to review inventory.
| Source | Needed before review | Priority fields | Rights and routing | Software fit |
|---|---|---|---|---|
| Parts Masters-owned inventory | Inventory owner, stock number, source record, and price or quote owner. Original Parts Masters photos or approved reusable photos. Seller or internal contact route that can confirm current facts. | listing_type, category_slug, title, condition, price_type, city, state, rights_attestation | Use `parts_masters_owned` only when Parts Masters owns or controls the listing content and media. Route buyers to the approved Parts Masters lead recipient or public seller contact route. | Use Parts Masters for marketplace discovery; keep eBay operations or shop operations in separate conversations. |
| Partner seller spreadsheet | Seller confirms authority to market the inventory. Rights attestation covers titles, descriptions, specs, prices, availability notes, photos, and source URLs. A seller owner can answer stale availability, price, quantity, and sold-status questions. | seller_slug, external_id, stock_number, part_number, brand, quantity, price_type, contact_email | Use `seller_provided` when the seller supplied the data and confirms reuse on Parts Masters. Capture the public phone, text-capable number, email, branch, or inquiry recipient before review. | Use Parts Masters when the goal is direct-contact marketplace listings and seller reporting readiness. |
| Dealer, DMS, or shop export | Source system name and seller permission to reuse the exported data. Stable external ids for repeat cleanup and future refresh review. Field owner for price, availability, photos, branch, and contact routing. | external_id, source_channel, source_url, make, model, year, vin, serial_number, availability_notes | Use `seller_provided` or `permission_confirmed` only after the seller approves reuse from the system or feed. Route each listing to the right branch, sales desk, service desk, or seller-approved public business contact. | Use Shop Command only when the actual problem is service orders, technician time, parts workflow, customer history, or invoicing readiness. |
| Owner-authorized eBay export | Owner authorization for the export or approved API workflow. Source URLs where available, source channel label, and image reuse approval. Clear separation between Parts Masters review and live eBay listing operations. | source_channel, source_url, title, description, price_type, image_urls, rights_attestation | Use `parts_masters_owned`, `seller_provided`, or `permission_confirmed` based on who owns the eBay content and photos. Parts Masters buyer interest routes to the approved seller contact path, not to eBay checkout. | Use Surplix/eAgent for separate eBay listing research, comp review, repricing review, or seller-controlled eBay workflow support. |
| Truck or trailer row set | VIN, serial number, stock number, make, model, year, location, condition, and price type when available. Seller owner for title, registration, sold status, pickup, freight expectations, and final terms. Photos that accurately represent the listed truck or trailer and can be reused. | listing_type, vin, serial_number, make, model, year, mileage, hours, postal_code | Use seller-provided or permission-confirmed evidence for specs, photos, title-related notes, and source URLs. Route buyers to the truck, trailer, or branch sales desk that can confirm final details. | Use Parts Masters for direct-contact marketplace discovery; keep payment, title, inspection, and freight terms seller-controlled. |
| Repair-shop surplus | Authority to sell or market surplus inventory. Part numbers, visible markings, make/model fit clues, condition, quantity, location, and photos. Approved business contact route for buyers, separate from private employee details. | part_number, brand, make, model, quantity, condition, availability_notes, contact_phone | Use `seller_provided` when the shop owns the inventory data and photos or can approve reuse. Use only approved public business contacts; do not include private customer lists or private employee contacts. | Use Shop Command when the real need is service orders, technician time, parts workflow, customer history, or invoicing readiness. |
Evidence signals
These signals help the owner and seller prepare a review packet. They do not publish inventory, create seller claims, activate providers, or contact buyers or sellers.
Parts Masters can only prepare listings when the seller owns, controls, or has permission to market the item.
Written seller approval, owner export, source-rights attestation, supplier agreement, or internal owner record.
Authority evidence should not expose secrets or private records in public docs and must stay in the approved evidence location.Photos make listings useful, but unknown photo rights block public activation.
Seller-provided photos, Parts Masters-owned photos, or permission-confirmed image URLs.
Do not use copied third-party marketplace photos unless explicit reuse permission exists.The seller and owner need to know which proof can be summarized publicly and which proof stays in a secure owner record.
Public-safe summary, owner-controlled evidence record, legal review cue, blocked-material status, and next owner action.
Do not store raw source files, signed approvals, private records, or unredacted permission proof in public pages or repo docs.Direct-contact listings need a seller route that can confirm price, condition, availability, and final terms.
Approved public phone, text route, email, branch desk, or lead recipient.
Do not route leads to private employee contacts, customer lists, or unapproved recipients.Inventory goes stale unless someone can confirm quantity, sold status, price type, photos, and availability notes.
Named seller or internal owner for stale-record review and future refresh questions.
Update ownership is operational evidence, not proof of live availability or guaranteed seller response.Marketplace intake, eBay operations, and shop operations need separate product conversations.
Source, product, workflow, inventory type, and intent labels on internal links.
Software-fit intent does not create a bundle, live integration, eBay mutation, checkout, or provider action.Start with channel fit when the seller is not sure whether the problem is marketplace supply, eBay operations, shop operations, or an out-of-scope transaction workflow. Start with listing readiness when the file and rights evidence already exist.
Review channel fitReview listing readinessBuild intake packetReview evidence indexAsk what to prepare