How to Avoid Common Mistakes by Tracking Every Step
The Central Principle: Document Everything
Successful international sourcing with an agent like Hoobuy hinges on one non-negotiable practice: meticulous documentation. The most costly errors—forgotten QC approvals, disputed refunds, logistical confusion—often stem from poor information management. Protecting yourself means building a verifiable, date-stamped paper trail for every interaction and transaction.
Critical Steps to Track and Document
1. Order Placement & Payment
Immediately save or screenshot:
- Product links from the original source (e.g., 1688, Taobao).
- Clear order confirmation from Hoobuy, specifying model, color, size, and unit price.
- Payment receipts with transaction IDs and dates.
- Any initial special instructions agreed upon with your agent.
2. Warehouse Receiving & Quality Control (QC)
This is the most error-prone phase. Never approve QC photos without data.
- Upon arrival at the warehouse, ensure you receive dated QC photos and videos.
- Cross-check items in photos against your order sheet. Look for hidden details like labels, stitching, and material.
- Formally approve or reject
- Document any discrepancies discovered and the agent's proposed solution.
Pro Tip:
3. Shipping & Logistics
- Save the packing listshipping invoice
- Record the declared value, chosen shipping line, and tracking number.
- Track the parcel using third-party sites like 17track.net and note major milestones.
4. Managing Returns & Refunds
When issues arise, your documentation is your shield.
- To request a refund from a supplier, you need evidence: dated QC photos showing defects, your original order confirmation, and clear communication pointing out the mismatch.
- Always communicate refund requests through official channels (Hoobuy's system/ticket) for a recorded history.
- Keep a timeline: Note when the request was made, when the agent responded, and the promised resolution date.
- Save all confirmation of refund amounts and the expected processing time.
Your Action Plan for Safety
- Create a Dedicated Folder:
- Standardize Your Process:
- Communicate with Evidence:
- Never Rely on Memory:
- Standardize Your Process:
Using Hoobuy or any sourcing agent requires proactive partnership. By systematically tracking every step, you transform from a passive buyer into an informed, protected importer, minimizing financial risk and maximizing peace of mind.