GTBuy: How to Manage Multi-Seller Orders with the GTBuy Spreadsheet
Streamline your group buys and complex hauls by combining multiple sellers’ items into one master document for flawless tracking.
Coordinating purchases from multiple sellers can quickly become a logistical headache. Juggling different payment schedules, parcel weights, and tracking numbers is prone to error. The GTBuy Spreadsheet Method
Why Use a Master Spreadsheet?
- Centralized Control:
- Financial Clarity:
- Shipping Optimization:
- Progress Visibility:
- Team-Friendly:
- Financial Clarity:
Building Your GTBuy Tracking Spreadsheet
Follow this structure in your preferred tool (e.g., Google Sheets, Excel) to create your master tracker.
| Column Header | Purpose & Data to Record |
|---|---|
| Seller/Store | The seller's name or platform store name. Color-code rows by seller for quick visual reference. |
| Item Description & Link | Detail the item (color, size, etc.) and hyperlink the original product page. |
| Quantity & Unit Price | Number of units purchased and the price per unit in the seller's currency (e.g., CNY). |
| Total Paid (Seller) | The total amount sent to the seller. Use formulas (=Quantity * Unit Price) for accuracy. |
| Agent Fee / Service Charge | Record any purchasing agent fees associated with this specific seller's order. |
| Item Weight (g) | The weight provided by the seller or as recorded by your agent upon receipt in their warehouse. |
| Warehouse Arrival Date | Date the item arrived at your agent's warehouse. Crucial for managing storage deadlines. |
| Parcel # (Consolidation) | Assign a parcel ID (e.g., PAR-01) once items are bundled for international shipping. |
| Consolidated Weight & Cost | The final weight and shipping cost for the parcel containing the item. |
| Tracking Number | Input the international tracking number for the consolidated parcel. |
| Status | Use a dropdown or status flag: Ordered, Paid, Warehoused, Consolidated, Shipped, Received. |
| Notes | Any special instructions, defects, or communication notes with the seller/agent. |
The Management Workflow in Practice
Phase 1: Order Placement & Payment Tracking
As you order from each seller, immediately fill in the item details, price, and mark the status as "Ordered.""Total Paid""Paid."
Phase 2: Warehouse Reception & Weight Logging
When your agent notifies you that an item has arrived, update the Warehouse Arrival DateItem Weight."Warehoused."
Phase 3: Consolidation & Final Shipping
Decide which warehoused items to ship together. Assign them a shared Parcel #.Consolidated Weight, Shipping Cost,Tracking Number."Shipped."
Phase 4: Delivery & Archival
Upon final delivery, mark items as "Received."
Pro Tips for Maximum Efficiency
Leverage Formulas
Use SUMIFVLOOKUP
Conditional Formatting
Set rules to highlight overdue items (e.g., in warehouse >7 days) or color-code statuses for instant visual scanning.
Data Validation for Status
Create a dropdown list for the Status column to ensure consistency and avoid typos.
Share & Collaborate
For group buys, share the sheet as "View Only" with buyers and grant "Edit" access to your core management team.