When to Outsource and What to Automate First

The Smart Seller’s Guide to Scaling Without Burnout

Running an ecommerce business—especially across multiple channels like Amazon, Walmart, Shopify, and eBay—can quickly become overwhelming. Tasks pile up, manual processes lead to mistakes, and growth stalls because you’re working in the business instead of on it.

This guide walks through what to automate, what to outsource, and how to prioritize each so you can scale without burning out.

🤖 Automation vs. Outsourcing: What’s the Difference?

Automation = Using software to perform repetitive or rules-based tasks Example: Automatically syncing inventory across sales channels
Outsourcing = Hiring a person or agency to handle tasks Example: Hiring a virtual assistant (VA) to respond to customer emails

Rule of Thumb:

If a task is repeatable and rules-driven → Automate
If it requires judgment or creativity → Outsource

🚀 What to Automate First

Start with the tasks that happen frequently and are time-consuming but predictable. These include:

1. Order Management

Automatically import orders from Amazon, Shopify, Walmart, etc.
Route orders to the correct supplier
Upload tracking back to the platform

Tools: EcomBiz.AI, AutoDS, Inventory Source

2. Inventory Sync

Real-time syncing between suppliers and your sales channels
Prevents overselling and stockouts

Automate with:

Inventory feed integrations
EcomBiz.AI’s multi-supplier sync logic

3. Pricing Rules

Automatically update prices based on cost, fees, and profit margin
Dynamic pricing for marketplace competitiveness

Set it and forget it:
EcomBiz.AI can apply your margin strategy to thousands of SKUs.

4. Accounting & Profit Tracking

Automatically track cost of goods, shipping, marketplace fees, and profits per order

Recommended:

Use platforms that log each transaction, calculate margin, and export to QuickBooks/Xero

5. Customer Notifications

Automate emails/SMS for:
- Order confirmation
- Shipping/tracking updates
- Review requests

Apps: Klaviyo, Mailchimp, SMSBump

🧑‍💻 What to Outsource First

Now that you’ve automated your repetitive backend tasks, here’s what to delegate to humans:

1. Customer Support

Outsource live chat, email responses, and returns coordination
Hire trained agents or VAs to handle first-level inquiries

Platforms to try:
Upwork, SupportNinja, Gorgias BPO partners

2. Product Research & Listing Uploads

Hire a product researcher to scout high-margin, low-competition items
Use VAs to manually upload listings where automation is limited

3. Creative Work

Product photo editing
Ad creatives and social content
Branding and logos

These tasks require a human touch—don’t try to fully automate them.

4. SEO Blog Writing / Content Marketing

Hire writers who understand ecommerce or your niche
Quality content helps long-term discoverability and trust

5. Ad Management (Optional)

If you’re scaling with Facebook, TikTok, or Google Ads, a media buyer can help
Just ensure they understand ecommerce metrics like ROAS and AOV

🧠 Prioritization Framework

Use this matrix to decide what to automate or outsource:

Task Type	Frequency	Requires Judgment?	Action
Order syncing	Daily	No	Automate
Responding to emails	Daily	Yes	Outsource
Writing blog posts	Weekly	Yes	Outsource
Pricing 10,000 SKUs	Ongoing	No	Automate
Social content scheduling	Weekly	Partial	Mix (Automate + VA)

⚠️ Mistakes to Avoid

❌ Trying to outsource what should be automated (you’ll burn money)
❌ Waiting too long to get help (you’ll stall your growth)
❌ Not documenting your SOPs (new hires won’t succeed)

✅ Next Steps

Automate your backend: Start with EcomBiz.AI to handle orders, inventory, pricing, and accounting
Document your tasks: Use Loom videos or Google Docs to train VAs
Hire strategically: Use Fiverr or OnlineJobs.ph to build your team
Focus on growth: Free your time for partnerships, sourcing, or branding

Ready to automate your ecommerce backend?
Let EcomBiz.AI handle the grunt work—so you can grow smarter.