Combine order placement, QC inspection, shipping updates, and refund progress in one powerful document.
Managing international orders across multiple suppliers and logistics channels is complex. The PinguBuy Spreadsheet Tracker
Why a Unified Tracker is Essential
- End Fragmentation:
- Gain Real-Time Visibility:
- Improve Accountability:
- Streamline Communication:
- Data-Driven Decisions:
- Gain Real-Time Visibility:
How to Build Your PinguBuy Master Tracker
Use Google Sheets or Excel with the following core columns to construct your lifecycle.
Phase 1: Order Placement & Sourcing
| Column | Purpose |
|---|---|
| Order ID / Link | Unique ID & URL to product/order page |
| Supplier/Agent | Contact details and notes |
| Item Details & Specs | SKU, variations, pricing, paid amount |
| Order Date & ETA to Warehouse | Placed date and expected arrival date |
| Status | Dropdown: Ordered, Received at Warehouse |
Phase 2: QC Inspection & Warehouse
| Column | Purpose |
|---|---|
| QC Photos/Video Link | Hyperlink to cloud folder with media |
| QC Results | Dropdown: Pass, Fail - Discuss, Fail - Return/Refund |
| QC Notes | Detailed flaws, measurements, agent comments |
| Warehouse Storage Info | Storage days, fees (if applicable) |
Phase 3: Shipping & Logistics
| Column | Purpose |
|---|---|
| Shipping Method | Line, agent's shipping option, cost |
| Tracking Number | Primary tracking # with auto-hyperlink |
| Shipping Updates | Key milestones: "Shipped", "In Transit", "Customs", "Delivered" |
| Estimated Delivery Date | Dynamic date based on shipping line averages |
Phase 4: After-Sale & Financials
| Column | Purpose |
|---|---|
| Refund/Return Initiated | Date and reason for initiating refund |
| Refund Status | Dropdown: Pending, Processed, Received |
| Total Landed Cost | Formula: Item Cost + Shipping + Fees |
| Final Notes / Issues | Log customer feedback or final discrepancies |
Pro Tips for Maximum Efficiency
Use Conditional Formatting
Set rules to color-code cells automatically. Make "Delivered" green, "Refund Pending" yellow, and "QC Fail" red for instant visual recognition.
Implement Data Validation
Use dropdown lists for Status columns to maintain consistency and prevent typos (e.g., a fixed list: Ordered, QC Pass, Shipped, Delivered).
Create a Dashboard Tab
Build a summary dashboard using COUNTIF
Leverage Hyperlinks
Turn order IDs, tracking numbers, and QC photo text into clickable links that take you directly to the relevant platform or folder.