What Should You Track in Your AllChinaBuy Spreadsheet?
A complete checklist of what to track in your allchinabuy spreadsheet. Item details, costs, shipping, QC photos, and profit margins explained.
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Start NowOne of the most common questions we hear is simple: what exactly belongs in my allchinabuy spreadsheet? Too few columns and you miss critical data. Too many and your sheet becomes unmanageable. This guide gives you the exact checklist we recommend based on years of feedback from active buyers.
The Core Tracking Fields
Every buyer needs these seven fields at minimum. They form the backbone of any tracking system and cover the basics from purchase to delivery.
- Item Name — Use the exact product title or a shortened version you will recognize
- Store Link — Paste the Taobao or Weidian URL for quick reordering
- Agent Price — The item cost in your agent platform currency
- Domestic Shipping — Cost from seller to warehouse
- International Shipping — Cost from warehouse to your door
- Total Cost — Auto-calculated sum of the above
- Status — Ordered, Warehouse, Shipped, Delivered, or Issue
Reseller-Specific Fields
If you are reselling, your spreadsheet needs to be a profit machine. These extra columns turn a simple tracker into a business dashboard.
| Field | Why It Matters | Priority |
|---|---|---|
| Selling Price | Determines your revenue per item | Critical |
| Platform Fee | eBay, Depop, and Grailed all take a cut | Critical |
| Net Profit | The only number that actually matters | Critical |
| Margin % | Shows if an item is worth restocking | High |
| Listing URL | Quick access to manage your listings | Medium |
Shipping and Logistics Fields
Shipping is where most buyers lose money. Tracking these fields helps you catch overcharges and optimize your route.
- Tracking Number — For both domestic and international legs
- Shipping Line — EMS, DHL, SF Express, or sea mail
- Estimated Weight — Compare against actual warehouse weight
- Actual Weight — What the agent charges you for
- Volumetric Weight — Some lines charge by volume, not mass
- QC Photo Link — Link to the quality control album
- Declared Value — For customs and import duty estimation
Category Tracking
Many buyers shop across multiple categories like shoes, hoodies, t-shirts, and accessories. Adding a Category column lets you analyze spend by product type. You might discover you are overspending on jackets while pants give you better margins.
Optional Fields for Power Users
Once you have the basics down, consider these advanced fields:
- Size / Color — Prevents mix-ups when ordering multiples
- Seller Rating — Track which sellers deliver quality consistently
- Return Status — Not all items work out
- Buyer Notes — Fit comments, defect observations, or customer feedback
- Order Date — Helps you calculate average delivery time
- Delivery Date — Compare against estimates to spot slow lines
Start With the Basics
Do not overwhelm yourself with 30 columns on day one. Start with the core seven. Add fields only when you find yourself wishing you had recorded something. Our free templates already include the optimal column setup.
Build Your Custom SheetFrequently Asked Questions
How many columns are too many?
More than 20 columns becomes hard to scan. If you need more, split into multiple tabs or sheets.
Should I track every item or just expensive ones?
Track everything. Cheap items add up fast, and their shipping costs are often disproportionately high.
What about refunds and disputes?
Add a Refund Amount column and a Dispute Status column. These protect your profit calculations from being skewed.
Final Word
What you track determines what you can optimize. Start with the essentials, then expand as your needs grow. The perfect allchinabuy spreadsheet is not the one with the most columns. It is the one you actually use every day.
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