Inventory & procurement operations for import-led businesses

Inventory & Procurement VA for import-led businesses

A dedicated operations assistant supports inventory reconciliation, purchase orders, receiving and billing audits, ERP updates, supplier follow-up, and inbound coordination across Asia every week.

Start the $99 trial Book a 20-minute call
Where to start

Start with a $99 workflow trial. Continue monthly when the workflow is proven.

Built for importers, wholesalers, distributors, and product businesses buying from India, China, Southeast Asia, and other overseas markets.

To be clear

Not a general VA. Not inbox and calendar.

This is for physical-product businesses that need their procurement and inventory work completed accurately, consistently, and with a clear output trail.

The work, specifically

Recurring inventory and procurement work that has to be right every week.

Inventory planning and reconciliation

Daily or weekly inventory levels tracked across products, warehouses, and channels. Stock discrepancies, stock-out risks, excess inventory, aging inventory, slow movers, cycle count issues, and weeks of supply are flagged clearly for your team.

Demand and reorder support

Historical sales, average usage, seasonality, promotions, and production plans are organized into replenishment worksheets for your team to review. The assistant prepares the numbers, keeps the tracker updated, flags stock risks, and documents suggested reorder quantities using your approved logic.

Purchase order and supplier timeline tracking

Purchase orders prepared from approved templates, tracked from placement through receipt, with supplier lead times, production schedules, delayed shipments, partial orders, and delivery risks followed up proactively.

Receiving and Billing Audits

PO against receiver against packing list against vendor invoice. Customer order against shipment against invoice. This is where incorrect pricing, missing invoices, duplicate transactions, shortages, and overages usually get caught.

ERP Hygiene

Keeping your system aligned with physical stock, open POs, receivers, shipments, invoices, and vendor records, so the numbers you use to make decisions are the real ones.

Supplier Follow-Up

Sample status, QC documents, production updates, vendor records, and inbound material readiness. Supplier communication across India, China, Southeast Asia, and other markets, with Hindi and regional-language support where useful.

Inbound and Freight Coordination

Pickup status, shipment milestones, clearance documents, delivery timelines, and early escalation when a production or shipment date is going to slip.

Why an India-based operations team works

Asia supplier hours. Clear operating updates.

Your assistant can follow up with suppliers during Asian business hours, keep purchase orders and shipment trackers current, and prepare a clear status, discrepancy, and next-action log for your team.

Reach suppliers while they are working

Follow up on production, samples, documents, freight, and delayed orders during Asian business hours.

Structured operations capacity

Add consistent Excel, ERP, reconciliation, PO, and documentation support without building another local operations role.

Import operations experience

Indibuying understands physical products, overseas suppliers, quality documents, purchase orders, shipment milestones, and the follow-through importers require.

Who this is for

Built for businesses with recurring import operations.

This service works best when inventory and procurement work is recurring, measurable, and important enough that errors or delays cost money.

Common examples:

B2B wholesalers and distributors, ecommerce brands with wholesale operations, home and lifestyle importers, hospitality suppliers, packaging businesses, furniture and furnishing companies, and manufacturing or assembly businesses.

Good fit if the business:
  • Imports physical products from Asia
  • Places purchase orders every week or month
  • Holds inventory in a warehouse or 3PL
  • Uses an ERP, ecommerce platform, or spreadsheets
  • Regularly handles receivers, invoices, packing lists, and shipment records
  • Needs 40 to 160 hours of repeatable operations support each month
Not a generic VA

Inventory & Procurement VA vs generic VA

A generic VA can help with inbox, calendar, research, and admin.

An Indibuying Inventory & Procurement VA is trained for the work behind physical products:

The output is not “I followed up.”
The output is: what was checked, what was wrong, what amount or quantity is affected, and what needs to happen next.

The assistant works within agreed SOPs, workflows, and approval limits. Your team retains final control over purchasing, payments, pricing, supplier terms, negotiation, and other commercial decisions.

Start with one workflow

$99 Inventory & Procurement Workflow Trial

Send us one repeatable workflow with a limited document set, spreadsheet export, or system report. We run the workflow once, document what we checked, flag discrepancies, and show you the output format we would maintain every week.

One workflow. Clear output. No long-term commitment. Full ERP access is not required for the trial.

Start the $99 trialBook a call
Trial includes:
  • One clearly defined inventory or procurement workflow
  • An agreed sample or data range
  • Completed operational output
  • Discrepancy and next-action log
  • A short review and handover call
  • NDA available if required
Trial examples:
  • Audit recent POs against vendor invoices and receivers
  • Reconcile selected SKUs against system inventory
  • Track open POs and late supplier updates
  • Clean vendor or product records
  • Review shortages, overages, slow movers, or phantom stock
  • Set up a simple weekly inventory or procurement tracker
Pricing

Inventory & Procurement VA

Start small. Continue monthly when it works.

One-Time Trial
$99
One workflow, clear output, no long-term commitment.
Starter
$499/month
40 hours/month
Part-Time
$899/month
80 hours/month
Full-Time
$1,599/month
160 hours/month

Monthly plans include a dedicated assistant, Indibuying oversight, documented output, and replacement support if needed.

Start with $99 trialBook a call
How we reduce risk

You are not hiring a random freelancer.

With Indibuying, you get a dedicated assistant backed by a small operations team that understands physical products, suppliers, documents, inventory systems, and weekly process work.

What you get:
  • Dedicated assistant for your recurring workflow
  • Manager oversight during onboarding
  • Output log for completed work
  • Discrepancies flagged with quantity, value, document reference, and next action
  • Handover notes maintained
  • Replacement support if the assistant is unavailable or not the right fit
  • Ability to grow from trial to starter, part-time, or full-time support
  • NDA and confidentiality process available
  • Client-controlled and limited-access accounts preferred
  • No purchasing or payment authority unless expressly approved
  • Access can begin with exports and shared files before ERP access is provided
How assistants are checked

Every assistant is evaluated for:

  • Inventory and procurement understanding
  • Excel and Google Sheets accuracy
  • PO, invoice, receiver, and packing list checking
  • ERP comfort across tools like Zoho, Shopify, ApparelMagic, Katana, Amazon, and similar systems
  • Written English clarity
  • SOP discipline
  • Detail orientation
  • Follow-up consistency
  • Supplier follow-up and exception escalation
  • Ability to explain discrepancies clearly
  • Comfort with ChatGPT, LLMs, and simple automations
Meet the people behind the work

Real people, not anonymous assistants.

Your VA is supported by people who understand physical products, supplier follow-up, inventory records, purchase orders, import coordination, and repeatable operations work.

A few of the people behind Indibuying operations.

Deepanshu
Deepanshu
14+ years in sourcing, vendor coordination, inventory operations, and logistics. Expert in Excel, ERP systems, and inventory forecasting. Uses AI tools for SOP drafting, reporting cleanup, and building small automations.
Amrish
Amrish
Experienced in purchase order tracking, supplier follow-up, and weekly procurement coordination. Works with Excel, Google Sheets, shared drives, and email trackers. Uses AI tools for summaries, checklists, and clean handoffs.
Shibu
Shibu
Experienced in shipment records, receiving checks, inventory reconciliation, and discrepancy tracking. Works with Excel, Google Sheets, inventory trackers, and shared folders. Uses AI tools for note cleanup and exception summaries.
G
Garima
Experienced in spreadsheet hygiene, invoice matching, vendor records, and recurring procurement admin. Works with Excel, Google Sheets, PDFs, and shared drives. Uses AI tools for data cleanup, simple drafting, and structured follow-ups.
Aditi
Aditi
Experienced in SOP-based coordination, tracker upkeep, and turning supplier updates into clear next actions. Works with Excel, Google Sheets, SOP docs, and shared folders. Uses AI tools for summaries and follow-up preparation.
Anjali
Anjali
Experienced in PO records, shipment documents, billing checks, and detail-heavy coordination. Works with Excel, Google Sheets, PDFs, and order trackers. Uses AI tools for note cleanup, draft follow-ups, and status summaries.
Anuj
Anuj
Experienced in supplier response tracking, document readiness, inbound milestones, and exception logs. Works with Excel, Google Sheets, shared drives, and inbox trackers. Uses AI tools for status summaries, task lists, and follow-through notes.
K
Kriti
Experienced in inventory trackers, procurement records, source-document checks, and issue summaries. Works with Excel, Google Sheets, PDFs, and shared folders. Uses AI tools for concise reporting and clean handoffs.
Deeksha
Deeksha
Experienced in repeatable back-office workflows, vendor documentation, data cleanup, and handover notes. Works with Excel, Google Sheets, documentation trackers, and shared drives. Uses AI tools for cleanup, drafting, and summary work.
FAQ

Questions buyers ask first

Do I need SOPs ready?

No. If you have SOPs, we follow them. If not, we start with your current process and help turn it into a simple repeatable workflow.

Which systems can you work with?

We can work with inventory systems, ERPs, ecommerce platforms, spreadsheets, and shared folders. Common examples include Zoho Inventory, Shopify, Amazon, ApparelMagic, Katana, Excel, and Google Sheets.

Is the assistant dedicated?

Yes. Monthly plans include a dedicated assistant assigned to your workflow.

What if the assistant is not a fit?

Indibuying provides oversight and replacement support. We also maintain handover notes so the work does not depend on one person’s memory.

Can you work with suppliers outside India?

Yes. The service is built for import-led businesses working with overseas suppliers, including India, China, Southeast Asia, and other regions.

How do I know the work is being done?

You receive a clear output log. For discrepancies, we document what was checked, what was found, the quantity or value involved, and the suggested next action.

How do you handle confidential information?

We can sign an NDA, work through client-controlled accounts, and use only the access required for the agreed workflow. The $99 trial can usually begin with exports or shared documents instead of full system access.

Can the assistant approve purchases or payments?

Not by default. The assistant can prepare purchase orders, verify documents, update records, and flag required actions. Final purchasing, payment, and commercial approvals remain with your authorised team members.

What happens after the $99 trial?

If the workflow is a fit, you can continue with Starter, Part-Time, or Full-Time monthly support.