How many items can one sheet handle?

Thousands. Spreadsheet rows are effectively unlimited for personal use. If you are a reseller tracking hundreds of items weekly, consider one sheet per month.

Can I share the sheet with my agent?

You can share a view-only link, but most agents prefer screenshots or chat messages. The sheet is mainly for your own organization.

What if I forget to update the sheet mid-haul?

Catch up in batches. Open your agent order page and fill in every blank cell in one sitting. It is easier than you think.

Step-by-Step AllChinaBuy Spreadsheet Guide

This step-by-step allchinabuy spreadsheet guide walks you through building a tracker from a blank sheet to a fully functional order management system. Whether you use Google Sheets, Excel, or Numbers, the steps are the same.

Step 1: Name Your Sheet

Open your spreadsheet app and create a new workbook. Name it clearly: "AllChinaBuy Haul Tracker — [Month] [Year]." Using a date in the name makes it easy to archive old hauls and start fresh ones without losing history.

Step 2: Build the Header Row

In row one, add these headers across columns A to K:

A: Item Name
B: Product URL
C: Agent
D: Item Price (CNY)
E: Domestic Shipping (CNY)
F: Estimated Weight (g)
G: International Shipping (CNY)
H: Total Cost (CNY)
I: Status
J: QC Photos
K: Notes

Step 3: Format for Readability

Select row one and make it bold. Freeze the top row so headers stay visible as you scroll. Set column widths: A wide enough for short names, B very wide for URLs, C narrow, D through G narrow numeric columns, I medium, J and K wide. This sounds minor, but good formatting makes the difference between a sheet you enjoy using and one you abandon.

Step 4: Add Your First Item

When you find an item on Taobao, paste the URL into column B before you do anything else. Then give it a short name in column A. Choose your agent in column C. Leave price and weight blank until the agent replies. Add a note like "Asked agent 2026-05-20" in column K. Now you have a record even before you pay.

Step 5: Use Formulas for Totals

In column H, add a formula that adds D, E, and G. In Google Sheets, that is =D2+E2+G2 in row two. Copy the formula down as you add rows. Now every item shows its true total cost instantly. You will never again guess whether a haul fits your budget.

Step 6: Update Status Religiously

The status column is only useful if you update it. Set a phone reminder for every other day to check your agent dashboard and sync statuses into the sheet. Five minutes of maintenance prevents two hours of panic later.

Step 7: Archive Finished Hauls

Once every item in a sheet is marked "Delivered," make a copy of the sheet, rename it with the delivery month, and clear the original for your next haul. This keeps file sizes small and preserves your purchase history forever.