Mastering Multi-Seller Orders: Your Guide to the GTBuy Spreadsheet System
Streamline your group buys and personal hauls by consolidating multiple sellers into one powerful tracking document.
Navigating purchases from multiple sellers on platforms like Taobao, AliExpress, or Weidian can quickly become chaotic. The GTBuy spreadsheet method is a proven solution to bring order to the chaos, allowing you to seamlessly track payments, weights, and delivery progress for every item in one centralized, organized document. This guide will walk you through how to set up and manage your own master spreadsheet.
Why Use a Consolidated Spreadsheet?
- Centralized Visibility:
- Financial Clarity:
- Logistic Tracking:
- Error Reduction:
- Time Efficiency:
- Financial Clarity:
Building Your GTBuy Master Spreadsheet
Create a new spreadsheet (Google Sheets or Excel) with the following core columns:
| Column Header | Purpose & Data to Input |
|---|---|
Seller / Store Name |
The name of the shop or seller. Use a filter to group all items from the same seller. |
Item Name / Description |
A detailed description, including color, size, and product link for reference. |
Item Price (¥) |
The unit price in the local currency (e.g., Chinese Yuan). |
Quantity |
The number of units purchased. |
Domestic Shipping (¥) |
Shipping fee from the seller to the consolidation warehouse. |
Subtotal (¥) |
Formula: (Item Price * Quantity) + Domestic Shipping. |
Paid? (Y/N) |
Mark when payment is sent to the seller. Use data validation for consistency. |
Warehouse Received? |
Status: Ordered, Shipped, Received, Checked. Update as you get notifications. |
Warehouse Photo Link |
Hyperlink to the inspection photos provided by your agent/warehouse. |
Weight (kg) |
The actual weight recorded by the warehouse upon receipt. |
Consolidated Parcel # |
Assign a parcel ID once items are grouped for international shipping. |
International Shipping Fee |
Your share of the shipping cost for the final parcel. | Final Status |
The ultimate delivery progress: Shipped Internationally, In Transit, Delivered. |
Tracking Number |
Link or number for the final international parcel. |
The Management Workflow in Practice
-
Order Placement Phase
As you order from each seller, immediately add a new row. Fill in the Seller, Item Description, Price, Quantity, and estimated Domestic Shipping. Mark
Paid?Subtotal -
Warehouse Consolidation Phase
As items arrive at your agent's warehouse, update the
Warehouse Received?Weight (kg) -
International Shipping Phase
Once you combine items into a final parcel, assign them a common
Consolidated Parcel #. After paying for international shipping, input yourInternational Shipping FeeTracking NumberFinal Status. -
Tracking & Analysis
Use the filter and sort functions to view all items by seller, by parcel, or by payment status. The spreadsheet now serves as a complete financial and logistic record of your entire multi-seller purchase.
Pro Tips for Power Users
- Color Coding:
- Add a Summary Sheet:
- Share with Confidence:
- Link Everything:
- Add a Summary Sheet: