What to Track in Your Hubbuycn Spreadsheet

Essential Columns (Every Buyer Needs These)

• Order ID: A unique identifier for every order. Use vendor prefix + date + number (e.g., NK-0527-001) for easy sorting.
• Date: The date you placed the order. Crucial for calculating order age and identifying slow vendors.
• Vendor Name: Who you purchased from. Standardize names or your vendor summary formulas will break.
• Product Name: Clear, searchable description. Include brand, model, and color for fast lookup.
• Category: Shoes, Hoodies, T-Shirts, Jackets, Pants, Headwear, Accessories. Use dropdown validation to keep this clean.
• Unit Price: Cost per item before quantity or shipping. Always enter as a number, not text.
• Quantity: How many units. Use 1 for single-item orders to keep math consistent.
• Shipping Cost: Per-order or per-unit shipping. Be consistent across rows or your total cost will be misleading.
• Total Cost: Formula = Unit Price * Quantity + Shipping. Let the spreadsheet do the math.
• Status: Pending, Paid, Shipped, Delivered, Cancelled. Use dropdowns and color coding.

Recommended Columns (Most Buyers Benefit)

• Selling Price: If you resell, this enables instant profit calculation.
• Profit: Formula = Selling Price - Total Cost. The single most important metric for resellers.
• Size / Variant: Critical for fashion items. A shoe order without size data is nearly useless.
• Tracking Number: Paste shipping carrier tracking IDs. Makes "where is my order" lookups instant.
• Carrier: DHL, EMS, FedEx, UPS. Helps identify which carriers deliver fastest to your region.
• Days Open: Formula = TODAY() - Order Date. Flags orders that may need follow-up.
• Notes: Free-text field for anything unusual (agent contact, special instructions, quality concerns).

Advanced Columns (Power Users)

• Platform Fee: eBay, StockX, GOAT, or local marketplace fees as a percentage.
• Customs Value: Declared value for international shipments. Useful if customs disputes arise.
• Agent Commission: If using a buying agent, track their fee separately from product cost.
• Return Status: Whether an item was returned and refund status.
• Photo URL: Link to QC (quality control) photos for visual verification before shipping.
• Client Name: For personal shoppers tracking orders on behalf of multiple clients.

Tracking Tier Comparison

What NOT to Track

Over-tracking is just as harmful as under-tracking. Avoid adding columns for data you will never use. Personal opinions ("looks good", "nice quality") do not belong in a tracking sheet; they belong in a review document. Screenshots should be linked via URL rather than embedded, which bloats file size.

Do not track vendor chat logs or negotiation history in the main sheet. Keep a separate "Communications" tab or external document. Your order sheet should be scannable in under thirty seconds. If it takes longer, you are tracking too much.

Tracking FAQ

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