Cin7 Virtual Assistant: keep stock, POs and orders clean

Nobody searches “cin7 virtual assistant” for fun. You search it because the whole business runs through that inventory file, and the person processing orders, raising every PO, clearing failed syncs and counting stock at the end of the day is you, the founder, still in Cin7 at nine at night because the orders don’t stop when you do.

Cin7 Core is a genuinely capable platform. It has reorder points, cycle counts, a B2B portal, pick-pack-ship workflows and a sync to Shopify, Amazon, WooCommerce and Xero. The features are not the problem. What most product businesses are missing is a person with the hours to drive those features every single day, so the stock count stays true and nothing oversells.

The daily rhythm a VA runs in your Cin7

Morning, before the dispatch run: orders get worked. Overnight Shopify and Amazon orders are authorised, pick lists generated, stock allocated, shipments raised and tracking pushed back so the customer email goes out the same day the box leaves. Where you dropship, the order routes to the supplier and the VA tracks it to the door.

Then the part most owners never get to: the integration error queue. When a SKU doesn’t match or a tax rule doesn’t line up, Cin7 logs a failed sync and the order quietly doesn’t move. Left alone, that becomes oversold stock and an angry customer. Your VA clears that queue daily, re-maps the SKU, and re-pushes it before anyone notices.

Then purchasing. The reorder report shows what’s running down; your VA raises the purchase orders, chases supplier ETAs, and enters the stock receipt against the PO when it lands so on-hand quantity matches what’s actually on the dock, not what you hoped would arrive.

And stock accuracy, the thing that quietly decides whether any of the above is trustworthy. Adjustments for damages and returns, and scheduled cycle counts location by location, so the number in Cin7 is the number on the shelf. A count that’s right is the difference between Cin7 being your source of truth and being a spreadsheet you don’t believe.

The honest bit

Two things worth saying plainly. First, Cin7 won’t fix a broken count on its own; the reorder points and cycle-count tools are only as good as the person running them, which is exactly why stock accuracy belongs in a VA’s scope rather than on your settings wishlist. Second, Cin7 Core prices per user. Unlike some platforms where extra logins are free, a VA needs a paid seat, so confirm you have one free before you place them. It’s a small cost, but it’s a real one and we’d rather you hear it from us first.

What stays with you

Cost prices, product pricing and margin decisions, the chart-of-accounts mapping to Xero, tax-code rules and the original integration setup all stay with you and your bookkeeper. The margin part isn’t just a policy we wrote down, it’s a permission you set: Cin7 Core’s role-based access lets you switch off Edit cost prices, Edit product prices and View stock value, so a VA can receive a PO and reconcile quantities without ever seeing your landed cost. You build the role, you keep the keys to the settings.

If you also want help keeping supplier bills moving and invoices paid, that sits alongside the inventory work as accounts payable and invoice chasing, worked on a cadence you approve.

What it costs and where to start

Cin7 admin sits on the admin tier, $12-17 AUD an hour excl GST, typically 10-20 hours a week for a growing product business, more in peak season or if the VA also handles wholesale B2B orders and catalogue data entry. Placement takes 7-10 business days, with 5-7 days supervised inside your Cin7 before solo work, a 30-day recalibrate-or-replace guarantee, and no lock-in beyond 14 days notice.

If you want the sector view, the ecommerce page goes deeper on product-business support, and the VA cost guide has the full pricing picture. Otherwise book a discovery call with Jenn, who will tell you straight if your operation isn’t ready for one. Bring your reorder report and a screenshot of your integration error queue. We’ll find the hours.