SmartBase — the Amazon FBA Operating System

What’s inside

Not a template someone built to sell. The working system of a real business.

These are the parts that get used every single day — the five that save the hours and claw back the money.

1 / 5

Upload everything

One approved deal. Every file built for you.

The biggest time-saver in the base. Approve a deal, tick where it’s going, and the row lands in every tab pre-formatted — prep centre, Amazon listing, shipment builder. Export, upload, done. No re-typing, no copy-paste.

7 prep centresFBA + FBMRepricer

PURCHASE SHEETPREP4ULISTINGS UPLOADER (FBA)SHIPMENT BUILDERSTK REPRICER

UPLOADERS — ON THIS DEALTick the box — the row lands in that tab, formatted

	☑UPLOADER FIELD	→SENDS THE DEAL TO	AREADY AS
▾ APPROVED DEAL · NINJA AIR FRYER AF400 · ×12 UNITS · VA AMY
☑	PREP4U UPLOADER	PREP4U tab	Prep4U’s exact sheet format
☑	FBA LISTINGS UPLOADER	LISTINGS UPLOADER (FBA) tab	Amazon-ready listing row
☑	ADD TO SHIPMENT BUILDER	SHIPMENT BUILDER tab	SKU + quantity, UPS lane

Demo — these are the real uploader fields on the purchase sheet3 tabs from 1 deal, zero re-typing

Profit by VA

Know which VA actually makes you money

Every deal knows who sourced it, so profit rolls up by person automatically — real profit, ROI and margin per SKU, per VA. Pay reviews run on numbers, not gut feel.

Named view per VAMonthly rollup

PROFIT BY VA · THIS MONTHInterfaceGrouped by VA

	⌄VA	#DEALS	ƒAVG ROI	ƒTOTAL SPEND — THIS MONTH
1	Amy	31	38.4%	£14,760
2	Ben	22	33.0%	£9,320
3	Kate	11	19.2%	£3,150

Demo — rolled up from the purchase sheet, per VAWho pays for themselves, at a glance

Recon

Get back every penny Amazon owes

Missing units, prep damage, IP claims, returns — logged as owed vs received, and on the board until it’s paid. The habit that pays the base back several times over.

ReimbursementsIP claimsReturns

REIMBURSEMENTS (MISSING UNITS)158 hidden fieldsFiltered by MISSING UNITS

	APRODUCT NAME (PS)	#MISSING	£OWED	£PAID	⌄PROGRESS
1	Sony WH-CH520 ×6	2	£59.98	£59.98	PAID
2	Shark Steam Mop S6002	1	£59.00	£0.00	1ST APPEAL
3	LEGO Technic 42151	3	£115.50	£115.50	PAID
4	Tefal Easy Fry XL	1	£64.99	£0.00	NOT STARTED

Demo data — the maths runs from your receiving counts£124.99 still owed

Accounting, sorted

Every invoice, stored with its order

Every purchase keeps its VAT invoice attached to the order — pull up any order in seconds by store, month or SKU. When your accountant asks, it’s already done.

UK VATSupplier database

INVOICE TRACKER (UPLOADED)161 hidden fieldsFiltered by INVOICE STATUS

	APRODUCT NAME (PS)	≡STORE	AVAT NO.	@INVOICE (PS)	⌄STATUS
1	Shark Steam Mop S6002	Currys	GB 245 7190	inv-4471902.pdf	UPLOADED
2	Sony WH-CH520 ×6	Argos	GB 619 8802	inv-9083741.pdf	UPLOADED
3	Tefal Easy Fry XL ×4	Costco UK	GB 650 2447	inv-2288401.pdf	UPLOADED
4	LEGO Technic 42151 ×8	Smyths	GB 402 5561		OUTSTANDING

Demo data — your orders replace these1 invoice outstanding

See what works

The views that show what actually sells

Ask any question once, read the answer forever — top stores, brands worth backing, replens ready to re-buy. Every product and store link saved, one click away.

52 views on one tableReplensA2A

DEALS TO REVIEW166 hidden fieldsFiltered by PURCHASE STATUSGrouped by 1 field

🔍 Find a view

Management dashboard

DEALS TO REVIEW

PURCHASED DEALS

DAILY SPEND

MONTHLY SPEND

CASHBACK

Recon

REIMBURSEMENTS

INVOICE TRACKER

IP CLAIMS

Sourcing

REPLENS

A2A TRACKER

+ 42 more views…

	APRODUCT NAME (PS)	⌄VA	£BUY	£PROFIT	%ROI
▾ EXPORTED DATE · 16/7/2026 · 3
1	Shark Steam Mop S6002	Amy	£59.00	£21.40	36.3%
2	Sony WH-CH520 ×6	Ben	£29.99	£11.15	37.2%
3	LEGO Technic 42151	Amy	£38.50	£14.86	38.6%
			£127.49	£47.41	37.4%
▾ EXPORTED DATE · 17/7/2026 · 2
4	Tefal Easy Fry XL	Ben	£64.99	£19.02	29.3%
5	Beurer Lamp TL45	Amy	£25.00	£9.53	38.1%

Demo data — your deals replace these52 views on this table

And everything else in the boxevery table, view and automation, working the moment you duplicate

✓

Approval gate

Risk scores, rejection reasons and manager sign-off — nothing gets bought before a penny is checked.

£

Spend & cashback

Daily, monthly and per-person spend, card used, cashback tracked — plus suggested buy quantities weighed on demand and risk.

→

Fulfilment lifecycle

Not shipped → dispatched → received → checked in, with the shipment builder ready for every box.

↻

Replens & A2A

The repeat-buy list with A2A margins tracked — re-orders never rely on memory.

◈

Ungating & SKU issues

A 5-stage ungating pipeline and a tagged issue board — problems get triaged, not lost in a chat.

☰

Amazon admin SOP

A 43-task checklist of everything the business needs doing, owners and cadence set.

See everything that ships for £250 →

The walkthrough

Watch the entire system before you spend a penny.

This isn’t a blind purchase. The full walkthrough is right here — every table, every view, exactly what you’re buying. If it’s not for you, you’ll know in five minutes.

Full walkthrough

The complete system tour is being uploaded — check back shortly, or scroll on to see every system listed below.

What actually changes

Before SmartBase, and after.

✗ Without SmartBase

✓ With SmartBase

Deals bought on gut feel, approval in your head

A review queue with risk scores and an approval gate

No idea which VA makes you money

Profit, ROI and margin — per VA, per SKU

Re-typing every deal into the prep centre’s format

The right sheet generates itself — across 7 centres

Reimbursements never claimed

Owed vs received — tracked to the penny until it’s paid

Scrambling for supplier invoices at VAT time

Invoice status and VAT numbers on every supplier

“Where is this order?”

A status you can see — in seconds, not phone calls

This is the system a real six-figure FBA business runs on every day — the builder puts the admin saving at 10+ hours a week.

Who it’s for

Built for sellers who’ve outgrown the spreadsheet.

For you if

You’re an Amazon FBA seller doing OA, RA or A2A with real volume
You run VAs — or you’re about to hire your first
You use prep centres (or you’re drowning in home prep)
You’re UK VAT-registered, or heading there

Not for you if

You’re pre-first-sale — get selling first; systems come second
You want software that runs your business for you — SmartBase is the system; you and your team still drive it

Pricing

One price. The entire system.

No subscription. No tiers. Duplicate the base into your own Airtable account and it’s yours permanently.

One recovered reimbursement batch — or one VA you stop overpaying — covers it. Everything after that is margin.

✓No subscription — one payment, yours for good

✓Working the day your base lands — duplicate, follow the tutorial, go

✓30 days of setup help from the builder, by email

SmartBase · complete system One-off · no subscription

£250

⇧Upload everythingPrep centre · Amazon listing · shipment builder — from one tick→ £Profit by VASee exactly which team member pays for themselves→ ↩ReconEvery penny Amazon owes — owed vs received, until it’s paid→ ☑Accounting, sortedInvoices stored with orders, UK VAT ready for your accountant→ ⊞Every deal trackedCradle to grave — top stores, brands and replens at a glance→

+ Setup tutorial video + 43-task admin SOP + Spend & cashback control

Under the hood: every table, view and automation in the system^*

Get SmartBase — £250

Look inside now · Full base on day 8 · Yours permanently

^* Six builder-only tables that connect to external tooling were removed on purpose.

Questions

Everything buyers ask.

What exactly do I receive? +

The complete SmartBase Airtable template, with every view, automation and uploader working, plus the setup tutorial video and the written setup guide. Straight after you pay you get the video, the guide and a read-only link to look through the whole base. On day 8 you’re invited onto the master base and you duplicate it into your own Airtable account, where it’s yours permanently. Six builder-only tables that connect to external tooling are removed on purpose.

Is this a blank spreadsheet I’ll have to build out? +

No. The structure, views, automations and uploaders are all built and working — it’s the exact base a real 6-figure FBA business runs on every day. The only thing removed is the original business data (deals, suppliers and margins). You start with working systems and run your own numbers through them.

Do I need to be an Airtable expert? +

No. If you can use a spreadsheet, you can run SmartBase. The tutorial video walks you through setup end to end, and the views are already built — your team just works the queues.

Do I need a paid Airtable plan? +

You can start on Airtable’s free tier, which caps each base at 1,000 records. A growing purchase history will pass that, and Airtable’s Team plan (published at $20 per user per month on annual billing, checked September 2026) lifts it. That subscription is yours and Airtable sets the price, so check their pricing page for the current figure.

Separately, the cost-of-goods, minimum-price repricer and profit-per-VA views expect data from a third-party seller tool. Without it those specific views sit empty. The rest of the base works.

What are the refund terms? +

Seven days, one email, no reason needed. Email inside 7 days of paying and you get the full £250 back. You don’t have to explain why.

That works because the base isn’t handed over immediately. For the first 7 days you have the walkthrough video, the written guide and a read-only link to look through the whole structure. The base itself lands on day 8, once the refund window has closed. After it’s delivered there are no refunds, because a base sitting in your own Airtable account can’t be given back.

You also get 30 days of setup help from the builder by email, covering getting the delivered template running. Full detail is in the terms of sale.

I don’t use prep centres / I’m not UK VAT-registered. Still worth it? +

Yes — the spine of SmartBase is deal flow, approval, VA profit tracking, fulfilment and money recovery, which apply to every FBA business. The prep-centre sheets and VAT tracking are there the day you need them, and most growing sellers do.

How long does setup take? +

Duplicate the base, follow the tutorial video, and you can be logging deals the same day. Most of the “setup” is just renaming the VA views to your team’s names.

Will my VAs need training? +

The views do the training. Each VA gets their own named view showing exactly their deals and their numbers. Show them once, and the queue tells them what to do next.

Stop doing Amazon in spreadsheets. Start running it like an actual business.