Updated: October 2023
Organizing group purchases or shared orders from platforms like Taobao or Tmall can be complex. LoveGoBuy, a popular shopping agent, recommends using a collaborative spreadsheet
Why Use a Shared Spreadsheet?
- Absolute Transparency:
- Simplified Accounting:
- Centralized Management:
- Reduced Errors:
- Simplified Accounting:
How to Set Up Your LoveGoBuy Shared Order Sheet
Step 1: Create the Master Sheet
Use Google Sheets or a similar collaborative tool. Create a new spreadsheet and name it (e.g., "LoveGoBuy Group Order - October"). Share it with editing access
Step 2: Design Your Columns (Key Structure)
Include the following columns to capture all necessary information:
| Column Header | Purpose |
|---|---|
| Buyer Name | Who is purchasing the item. |
| Item Description/Link | Taobao product link and description (color, size). |
| Quantity | Number of units. |
| Unit Price (CNY) | Price per item in Chinese Yuan. |
| Total Price (CNY) | Quantity × Unit Price. |
| LoveGoBuy Service Fee | Calculated fee (a percentage of the item price). |
| Domestic Shipping (CNY) | Shipping cost within China to LoveGoBuy's warehouse. |
| Subtotal (CNY) | Sum of Total Price, Service Fee, and Domestic Shipping. |
| International Shipping Share | Allocated cost based on weight or volumetric weight. |
| Grand Total (Converted) | Final amount owed in your local currency (e.g., USD, EUR). |
| Payment Status | Mark as "Paid," "Pending," or "Reimbursed." |
| LoveGoBuy Order # / Tracking | For parcel tracking and management. |
| Delivery Status | E.g., "Ordered," "In Warehouse," "Shipped," "Delivered." |
Step 3: Real-Time Updates & Communication
The group organizer or each buyer updates their rows as the process moves forward:
- Input order details once the LoveGoBuy order is placed.
- Update the sheet with the LoveGoBuy parcel number
- Use the "Payment Status" column to track who has paid their share to the organizer.
- Change the "Delivery Status" as the international parcel progresses.
Step 4: Final Reconciliation & Delivery
Once the parcel arrives, the organizer can use the sheet's final totals to ensure all costs are covered. The transparent record helps quickly resolve any questions about costs or item distribution.
Pro Tips for Success
Use Formulas
Automate calculations for totals, shipping splits, and currency conversion using spreadsheet formulas (e.g., =SUM(...)).
Freeze Header Rows
Keep your column headers visible as you scroll down for easier data entry.
Set Clear Deadlines
Add columns for "Payment Due Date" and "Order Deadline" to keep the group on schedule.
Commenting Feature
Use the comment or note function to ask questions about specific items without cluttering the sheet.
Final Thoughts
The LoveGoBuy Shared Order Spreadsheet
Ready to start your group buy? Create your sheet today and share the link with your shopping group!