BBDBuy Guide: Documenting QC Photos & Purchase Links
Maintaining meticulous records in your BBDBuy spreadsheet is not just a best practice—it's your primary shield against errors and seller disputes. Properly logging every Quality Control (QC) photo and purchase link ensures transaction accuracy, streamlines communication, and protects your investment.
1
Before adding data, ensure your BBDBuy spreadsheet has dedicated columns. We recommend the following headers:
- Item # / SKU
- Item Description
- Purchase Link (URL)
- Seller Name / Store
- QC Photo Album Link
- Inspection Status (Pending/Approved/Rejected)
- Notes
2
Immediately after placing an order, document the product source.
- Copy the exact URL
- Paste it into the "Purchase Link"
- Pro Tip:Ctrl+K). Format it as "View Product" for a clean look.
Why this matters: Sellers may change listings or claim you ordered a different item. The original link is your proof of the exact product, price, and seller promises.
3
When your agent sends QC photos, follow this process.
- Consolidate:
- Create a Permanent Link:"Anyone with the link can view."
- Document:"QC Photo Album Link"
- Do NOT
Why this matters: A permanent, organized album allows you, your agent, or the seller to instantly review the exact item you received. This is crucial for quality disputes or return authorizations.
4
- One Row, One Item:
- Update Status:ApprovedRejected
- Use Notes:"Logo stitching flaw on back - approved for shipment""Color mismatch, requested exchange".
- Regular Backup:
Key Benefits of Meticulous Documentation
Dispute Resolution
Provides undeniable evidence if the shipped item doesn't match the seller's photos or description.
Efficiency
All information for any item is found in one row, saving hours of searching through chats.
Tracking & Analysis
Helps identify consistently reliable sellers or common quality issues across batches.