OfferUp Marketplace Checklist - VA-in-the-Loop System

← Back to the VA-in-the-Loop Playbook

Phase 1

Inventory Prep

Pull the next priority item from Airtable and confirm condition, accessories, and replacement value.
Clean the product, remove stickers, and note any cosmetic blemishes that must be disclosed.
Collect receipts, serial numbers, and box dimensions for shipping estimates.

Phase 2

Photo Capture & Editing

Shoot 6–8 images (front, back, details, scale, packaging) on a neutral background in natural light.
Upload the raw set to the shared Google Drive folder with the Airtable item ID.
Polish the top shots in Gemini Image or Lightroom—remove distractions, level, and crop square for OfferUp.

Phase 3

Listing Build

Research comparable OfferUp listings to validate price and find keywords buyers search for.
Draft the title, condition notes, and description in the Google Doc template; send to GPT for tone and formatting suggestions.
Capture shipping, pickup radius, and payment options in Airtable so the founder can approve quickly.

Phase 4

Publish & Cross-Post

Upload optimized photos and copy to OfferUp, confirm category, condition, and price before hitting publish.
Add shipping details or meet-up preferences, double-check safety guidelines, and save the live link back to Airtable.
Cross-post to secondary marketplaces flagged in Airtable (Facebook Marketplace, Craigslist, eBay) when applicable.

Phase 5

Buyer Management & Closeout

Monitor OfferUp messages twice daily, logging buyer intent and follow-up tasks directly in Airtable.
Use the approved response bank to answer FAQs, confirm pickup logistics, and flag any safety concerns to the founder.
Mark the item as sold, archive screenshots of the final conversation, and record sale price plus payment method.

Safety Reminder: Always coordinate public meetup locations and ensure a second team member is aware of the hand-off plan.

Round out the VA loops with the publishing checklist and the Otter.AI media checklist.