# From a spreadsheet to one inventory

> How to move your keys out of a spreadsheet and into tokensupply, what each key status means, and how to restock before a product runs out.

Guides · 24 September 2026 · tokensupply team

Most key stores start the same way: a spreadsheet with a column of keys, a column for the product, and a column for where each key went. It works for the first hundred keys. Then you list on a second channel, someone starts helping you, and one sheet becomes three sheets and a lot of guessing.

This guide walks through moving that sheet into tokensupply, one step at a time.

## Why the spreadsheet stops working

A sheet only knows what someone typed into it. It can't tell you that a key was just sold on G2A, that the same key sits in another tab, or that a buyer is waiting for a key nobody has sent yet. Every one of those gaps gets filled by hand, usually late at night.

An inventory is different because it's connected to where you sell. When a buyer pays, the key they get leaves your stock, and every count moves with it.

## Start with your products

A product is anything you sell: keys, accounts, activation links, top-ups and templates. Give it a name and a type, and it's ready to link to a listing on any channel.

> [!TIP]
> Set up one product for each thing a buyer can choose. A Steam Gift Card €20 and a Steam Gift Card €50 are two products, each with keys of its own.

You can add as many products and keys as you like, on every plan, the free one included.

## Add your keys in bulk

There's no need to type keys one at a time. For each product you can:

- Paste a list, one key per line.
- Upload a CSV or text file, straight from the spreadsheet you already have.
- Add the keys from a purchase order as they arrive from your vendor.

Duplicates are caught before they reach your stock, whether a key repeats in your list or is already in your inventory. When an import finishes you see how many keys were added and how many were skipped, so nothing gets in twice.

## Read your stock at a glance

Every key has one status, and every product counts its keys by status the moment anything changes.

| Status | What it means |
| --- | --- |
| Available | In stock and ready to sell |
| Reserved | Held for an order while it goes through |
| Sold | Delivered to a buyer |
| Invalid | Didn't work for a buyer, and was replaced |

A key only leaves your stock when a buyer pays for it. Until then, it's counted as Available.

## Keep keys private

Keys stay masked in tokensupply. Only teammates whose role can manage inventory can reveal one, and every reveal is recorded with who did it.

Each key also keeps a record of its own: where it came from, which order it went to, and what you made on it. When a buyer writes in about a key, the answer is in its record, not somewhere down a sheet.

## Restock before you run out

A product with 5 keys or fewer is flagged as low, so you can see what needs restocking at a glance. If a product runs out while it's still listed somewhere, your dashboard tells you.

From there, order more from your vendor with a purchase order, and upload the keys as they arrive.

## Then connect a channel

Once your keys are in, link each product to a listing on every channel you sell it on. Every listing sells from the same keys, and every sale becomes an order in tokensupply. That's where [how a key reaches your buyer](/blog/how-keys-reach-buyers) picks up.

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From the tokensupply blog: https://www.tokensupply.io/blog/spreadsheet-to-inventory