BaseTao: How to Record QC Photos and Inspection Results in the Spreadsheet
The BaseTao Quality Control Spreadsheet is an essential tool for professional Taobao shoppers and resellers. This organized system helps you maintain clear records of your purchases, quality assessments, seller performance, and refund cases - creating a valuable reference database for all your orders.
Setting Up Your BaseTao Spreadsheet
1. Template Structure
Create columns for: Order Date, Item Name, Seller Name, Price, QC Photos, Quality Rating, Defect Notes, Seller Rating, and Refund Status.
2. Organize by Time Period
Create separate sheets or tabs for different time periods (monthly or quarterly) to maintain organization as your purchase history grows.
3. Consistent Naming Convention
Use a consistent naming system for items and sellers to enable easy searching and tracking over time.
Recording QC Photos
Direct Image Links
Upload your QC photos to cloud storage (Google Drive, Imgur, or BaseTao's own storage) and paste the direct links in your spreadsheet. This keeps your spreadsheet lightweight while maintaining easy access to visual evidence.
Embedded Thumbnails
Use spreadsheet functions to display thumbnail previews of your QC photos while keeping the full-resolution images accessible via links.
Photo Organization
Name your photo files systematically: OrderID_ItemName_Date_Angle.jpgTB20231015_Hoodie_1021_front.jpg)
Essential QC Photo Angles:
- Front view
- Back view
- Close-up of labels/tags
- Detail shots of potential issues
- Size measurement verification
- Material close-ups
Recording Inspection Results
Defect Documentation
For any rating below 5/5, include detailed notes about:
- Specific defect type (stains, tears, wrong color, etc.)
- Location of the issue on the item
- Severity measurement (size of stain, length of tear)
- Comparison to product description discrepancies
Tracking Seller Performance
Seller Rating System
Rate sellers on a scale of 1-5 for:
- Accuracy (item matches description)
- Quality (materials and craftsmanship)
- Shipping speed
- Communication (if applicable)
Performance Trends
Note patterns in seller performance over time. Identify consistently reliable sellers versus those with declining quality.
Blacklist/Whitelist
Create separate lists of recommended sellers and those to avoid based on your accumulated data.
Documenting Refund Cases
Refund Request Details
Record the date of refund request, reason for refund, amount requested, and supporting evidence submitted.
Process Timeline
Track key dates: request submission, seller response, platform intervention (if needed), and resolution date.
Outcome and Learnings
Document the final resolution (full refund, partial refund, or rejected) and any lessons learned about dealing with the particular seller or item type.
Best Practices for Your BaseTao Spreadsheet
Regular Updates
Update your spreadsheet immediately after receiving QC photos to ensure accuracy and completeness.
Data Backup
Regularly backup your spreadsheet and associated photo collection to prevent data loss.
Analysis and Review
Periodically review your data to identify trends in quality issues, reliable sellers, and common problem items.
Template Evolution
Continuously improve your template by adding new columns or categories as you identify additional useful information to track.
By meticulously maintaining your BaseTao Quality Control Spreadsheet, you create a powerful knowledge base that improves your future purchasing decisions, streamlines the refund process when needed, and ultimately enhances your overall Taobao shopping experience. This systematic approach turns individual purchases into valuable data that saves time and money in the long run.