A guide to maintaining accurate records for international freight cost calculation.
Why Track Weight Changes?
Accurate international shipping costs rely on precise dimensional weightactual weight—whichever is greater. When you use HipoBuy's repacking service, item weights can change. Recording these changes in your HipoBuy Spreadsheet
Setting Up Your Tracking Spreadsheet
Create or modify your existing HipoBuy parcel log with the following columns:
| Column Header | Description | Example Entry |
|---|---|---|
| Parcel ID | Unique identifier from HipoBuy. | HB-2023-78910 |
| Items (Qty) | Brief description of contents and quantity. | Winter Jackets (2), Sweaters (3) |
| Original Weight | Total weight as initially provided by the original seller/warehouse. Always in kilograms (kg). | 4.25 kg |
| Repacked Weight | Final weight after HipoBuy's repacking service. Always in kilograms (kg). | 3.80 kg |
| Weight Difference | Calculated field: Repacked Weight - Original Weight. | -0.45 kg |
| Freight Cost (Est.) | Estimated shipping cost based on repacked weight and your chosen carrier. | $42.50 |
| Notes | Reason for repacking (e.g., "Removed retail boxes," "Vacuum-sealed clothing"). | Removed all shoe boxes, consolidated into one package. |
Step-by-Step Recording Workflow
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Step 1: Log the Original Parcel
When you receive the initial warehouse intake notification from HipoBuy, immediately record the Parcel IDOriginal Weight
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Step 2: Request Repacking & Record Instructions
If you choose the repacking service, note your specific instructions (e.g., "discard packaging," "combine items") in the Notes
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Step 3: Update with Final Verified Weight
Once repacking is complete, HipoBuy will update the parcel information. This is the most critical step.Repacked WeightWeight Difference
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Step 4: Calculate Final Freight
Use the Repacked WeightFreight Cost. Record this final amount in your sheet.
Pro Tips for Effective Tracking
Use Formulas
Automate the Weight DifferenceFreight Cost=D2-C2
Attach Screenshots
In cloud-based sheets like Google Sheets, use the "Insert Image" feature to add screenshots of the official HipoBuy weight notifications directly into your Notes cell for visual proof.
Highlight Significant Changes
Use conditional formatting to automatically highlight rows where weight loss or gain exceeds a threshold (e.g., >0.5 kg). This quickly flags major changes.
Regular Review
Periodically review your log to analyze the average weight savings from repacking. This data helps you make smarter purchasing and shipping decisions.