Setting Up Your First Spreadsheet
Start by opening Google Sheets or Excel and creating a new document. Name it something clear like "Kakobuy Haul - May 2026." In the first row, add these column headers: Item Name, Link, Size, Color, Price (CNY), Weight (g), Shipping Estimate, Status, and Notes. Format the header row with bold text and a light background color. Freeze the first row so it stays visible as you scroll. This basic structure is the foundation of every great Kakobuy spreadsheet.
Adding Items to Your Sheet
As you browse Kakobuy or other platforms, copy product links and paste them into the Link column. Fill in the item name with a short but clear description, like "Nike Tech Fleece Hoodie Black." Enter the size and color exactly as shown on the seller page. Add the price in Chinese yuan. For weight, check the seller's listing or estimate based on item type, a t-shirt is about 250g, a hoodie is 600g, and shoes are around 1000g. Update the status to "Pending" for every new item.
Using Formulas for Smart Calculations
The real power of a Kakobuy spreadsheet comes from formulas. In a new column labeled "Total Cost," enter a formula that multiplies price by a currency conversion rate. In another column, calculate estimated shipping by multiplying weight by your carrier's rate per gram. Use SUM functions at the bottom of each numeric column to see totals at a glance. Conditional formatting can highlight items that exceed your budget or are ready to ship. These small automations save hours of manual calculation.
Updating Status and Managing Orders
As your agent processes items, update the Status column. Common status values are: Pending, Purchased, At Warehouse, QC Photos Ready, Approved, Shipped, and Received. Color-code these statuses for visual clarity. When you have enough items at the warehouse and approved through the QC finder, you are ready to ship. Use your spreadsheet to decide which items go in which package. For more advanced organization, read our sheet organizing guide.