Keep your QC images, notes, and seller details in one structured sheet to stay organized and avoid confusion.
Managing Quality Control (QC) for multiple orders from different sellers can quickly become chaotic. The HipoBuy Spreadsheet template is designed to centralize all your essential information, transforming a messy process into a streamlined workflow. This guide will walk you through the simple steps to set up and use your QC tracking sheet.
Why Use a Structured QC Sheet?
- Avoid Confusion:
- Centralized Information:
- Track Progress:
- Save Time:
- Centralized Information:
Setting Up Your HipoBuy QC Spreadsheet
Step 1: Create Your Column Structure
Start with these essential columns in your preferred spreadsheet software (like Google Sheets or Microsoft Excel):
| Column Header | Purpose & Data Format |
|---|---|
Order # / Item ID |
Your internal reference or the seller's item code. |
Seller Name & Link |
Hyperlink the seller's name to their store page or contact. |
Item Description |
Brief details (e.g., "Jordan 1 High - University Blue"). |
QC Photo Album Link |
Most Important. |
QC Notes & Flaws |
List observations (e.g., "Swoosh shape good, slight glue stain on left heel."). |
Status (GL/RL) |
Use dropdowns or cell coloring for GLRL. |
Date Received |
The date QC photos were provided. |
Step 2: Recording QC Photos
When you receive QC pictures from your agent:
- Upload all photos to a reliable image host (e.g., Imgur, Google Photos). Create a single, dedicated album for that specific item.
- Copy the shareable link
- Go to your spreadsheet. Find the row for the item and paste the link into the
QC Photo Album Link- Pro Tip:
- Go to your spreadsheet. Find the row for the item and paste the link into the
Step 3: Writing Effective QC Notes
In the This format helps you make a quick, informed GL/RL decision and provides a clear record if you need to discuss issues with the agent or seller.QC Notes & Flaws
✅ Pros: Stitching is even, color matches retail.
⚠️ Cons: Left shoe toe box slightly crooked.
❓ Question: Ask agent to measure insole length.
Step 4: Updating Status and Seller Details
Once you've reviewed photos and notes:
- Update the
Status- Ensure the seller's store link is always saved. This is crucial if you need to re-order or report an issue later.
- Add the date you made your decision. Over time, this helps you understand processing times from different sellers.
Example Spreadsheet Row
| Order ID | Seller (Link) | Item | QC Photos | QC Notes | Status |
|---|---|---|---|---|---|
| HB-202 | BestSneakerStore | Dunk Low Panda | Imgur Album | ✅ Texturing good. ⚠️ Minor fraying on right tongue tag. Requested extra pic. | Pending |