Streamline Your Haul: How to Manage Multi-Seller Orders with the GTBuy Spreadsheet
Combine, track, and conquer the chaos of group buys and multiple suppliers with one powerful organizational tool.
Coordinating a purchase from multiple sellers on platforms like GTBuy, Taobao, Weidian, or 1688
Why a Centralized Spreadsheet is a Game-Changer
Instead of scattered information, a master spreadsheet offers:
- Single Source of Truth:
- Payment Clarity:
- Weight & Cost Forecasting:
- Progress Tracking:
- Error Reduction:
- Payment Clarity:
Building Your GTBuy Multi-Seller Spreadsheet
Create a new Google Sheets or Excel document with the following core columns. Freeze the top row for easy scrolling.
| Column Header | Purpose & What to Enter |
|---|---|
| Seller Name | The store or supplier name (e.g., "TopStoney," "Random Weidian Store"). |
| Item Description/Link | Product name and a hyperlink |
| Size/Color/Option | The specific product variant you ordered. |
| Quantity | Number of units. |
| Item Price (¥) | Unit price in Chinese Yuan. |
| Domestic Shipping (¥) | Shipping cost from seller to your agent's warehouse. |
| Total Paid to Seller (¥) | Formula: (Quantity*Item Price) + Domestic Shipping. Automate this! |
| Payment Status (To Seller) | Use dropdowns: Pending, Paid via Agent, Confirmed by Seller. |
| Agent Order # | The unique order number your agent assigned for this specific item. |
| Warehouse Weight (kg) | The actual weight logged by your agent when the item arrives. Leave blank until received. |
| Warehouse Photo Link | Hyperlink to the QC photos provided by your agent. |
| Delivery Progress | Dropdowns: Ordered, Shipped to Warehouse, Arrived at Warehouse, In Storage. |
| Notes | For any issues, special requests, or communication logs. |
How to Use the Spreadsheet: Step-by-Step Workflow
Step 1: Planning & Order Submission
Fill out all product information (Seller to Total Paid to Seller) for every item across all sellers. Once your cart is finalized, copy-paste the entire Item Description/Link and specifications columns
Step 2: Tracking Payments & Progress
Update the Payment StatusDelivery ProgressAgent Order #
Step 3: Warehousing & Consolidation
As items arrive, update the Warehouse WeightSUM functiontotal weight of all arrived items. This is the critical data you need to quote and pay for international shipping.
Step 4: Final Shipping
Once all items from your multi-seller haul are "Arrived at Warehouse," you can confidently submit for parcel consolidation. Your spreadsheet has already provided the total weight and a full inventory checklist.
Pro Tips for Spreadsheet Mastery
- Color Code Rows:
- Use Data Validation:
- Add a Summary Box:=SUM()=COUNTIF()
- Share with Care:"View Only"
- Use Data Validation: