In this instalment of the Business Leaks mini-series, we’re focusing on something that doesn’t get talked about enough, staying organised with your systems and processes.
It’s all well and good having spreadsheets, systems, and awareness of where your business can leak money, but none of it matters if you don’t stay on top of those processes consistently. For me, this is the most challenging part. It’s not creating the systems that’s hard, it’s sticking to them.
This blog is about how to keep yourself organised so that your systems actually work, and so that the leaks we’ve been covering don’t creep back into your business.
Why It’s Important to Stay on Top of Business Leaks
Staying on top of business leaks is absolutely crucial because of the sheer number of moving parts in an Amazon business. Stock can go missing at multiple stages, processes can break down, and errors can easily slip through. As we’ve covered in the previous blogs, if you’re not regularly monitoring these areas, problems can quickly get out of control.
When you fall behind, it becomes harder and more daunting to catch up. Small leaks compound into bigger ones, and what could have been a quick fix turns into a serious drain on your time and money. By staying organised and following a simple checklist (which I’ll cover later in this blog), you can stay on top of these issues consistently and prevent business leaks before they happen.
What Can Happen If We Don’t Stay on Top of Business Leaks
If you don’t stay on top of business leaks, the consequences are serious. This is where money is lost, inventory disappears, and profits quietly drain away. Beyond that, it can also open you up to bigger problems:
- Issues with Amazon if you don’t have the correct invoices to support claims
- Compliance problems with HMRC if your documentation and financial records aren’t accurate
- Ongoing frustration as profits get eaten into without you realising
Ultimately, failing to stay on top of leaks leaves you with less profit, more risk, and a business that’s harder to manage.
Weekly Checks
For me, these checks should be completed weekly. Some sellers may choose to run them monthly, while others may prefer to run monthly checks on a weekly basis. But this is how I structure it.
- Missing units from shipments: Check each and every shipment that has closed that week on Amazon to confirm all units have been received. Raise cases immediately for any missing stock.
- Reimbursements: Check for reimbursements weekly. Look for under-reimbursements where Amazon hasn’t paid you back the full amount.
- Invoices: Chase up all invoices for purchases made during the week. Keeping invoices up to date is essential both for reimbursements and for compliance.
Monthly Checks
There are some checks that are best run monthly. These take a little more time but are vital to keep your records accurate and your business protected.
- Returns process: Process returns once a month. This includes removing unfulfillable inventory and dealing with any items that have been returned to you. While this can be done weekly, I personally find monthly more efficient.
- Prep centre check: Review your prep centre portal at the end of each month. Confirm all stock you’ve ordered and sent in has been booked correctly and nothing is missing.
- Inventory check: Check your out of stock items for the month. Compare the number of units sold against the number of units you sent in to Amazon, ensuring there are no discrepancies.
- STK reimbursements: Once a month, run a check in the STK tool to see if there are any overdue reimbursements that need to be claimed.
Final Thoughts
Having a checklist and a process to stay on top of business leaks is just as important as being aware of them. Awareness without action doesn’t protect your bottom line.
By having a clear routine of weekly and monthly checks, you make the process manageable and far less daunting. Over time, it becomes second nature, and your business benefits from better organisation, clearer visibility, and a good processes. Staying on top of it is what will keep your business running smoothly and stop unnecessary money from slipping through the cracks.
