Basetao Order Management Guide: From Purchase to Delivery
By Basetao Spreadsheet Team · Updated May 27, 2026 · 8 min read
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International orders have more stages than local purchases. Each stage represents a potential point of confusion, delay, or error. This basetao spreadsheet order management guide maps the entire lifecycle and shows you exactly what to record at every step.
Phase 1: Purchase
The moment you submit an order through your agent, your basetao spreadsheet should receive its first entry. Record the product name, link, size, color, item price, and order date. Set Status to Ordered. If your agent provides an internal order number, add it immediately while it is fresh in your memory.
Phase 2: Agent Processing
During this phase, your agent purchases the item from the original seller. Timeline varies from same-day to two weeks depending on the store and item availability. Update your basetao spreadsheet if the agent reports delays, stock issues, or substitutions. A simple note in a Notes column prevents panic later when you see an unexpected status change.
Phase 3: Warehouse Arrival
This is the most important checkpoint. Your agent photographs the item and asks whether to proceed. Open your basetao spreadsheet, change Status to In Warehouse, and add the QC photo link if available. Compare the photos against your original order. Catching problems here is infinitely easier than after international shipping begins.
Phase 4: Shipping Submission
Once you approve warehouse items, you submit a parcel for international delivery. Your agent quotes shipping options. Record the chosen shipping line, declared value, and total shipping cost in your basetao spreadsheet. Update Status to Shipped and add the carrier tracking number in its dedicated column.
Phase 5: Transit
Packages typically spend one to three weeks in transit depending on the shipping line and destination. During this phase, your basetao spreadsheet becomes a reference tool. When friends ask where your package is, you check the tracking column instead of digging through emails.
Phase 6: Delivery
The best phase. When your package arrives, update Status to Delivered and record the delivery date. Take a moment to verify all items arrived correctly. If something is missing or damaged, your basetao spreadsheet notes and agent communication log become essential evidence for claims.
| Phase | Typical Duration | Key Action | Spreadsheet Update |
|---|---|---|---|
| Purchase | Immediate | Submit order | Add row, Status = Ordered |
| Processing | 1-14 days | Wait for buy | Add delay notes if any |
| Warehouse | 1-7 days | Review QC | Status = In Warehouse |
| Shipping | Immediate | Choose line | Add tracking, Status = Shipped |
| Transit | 7-21 days | Track package | Update if exceptions occur |
| Delivery | Immediate | Verify items | Status = Delivered |
Set Phase Reminders
Add an Expected Date column. When a phase exceeds typical duration, you know to follow up without guessing.
Log Communication
Every agent conversation about an order belongs in the Notes column. Date-stamped notes prevent miscommunication.
Photo Evidence
Save QC photos and delivery photos in a Drive folder named after your order. Link the folder in your basetao spreadsheet.
Ready to Start?
Track every phase perfectly with our pre-built order management template.
Get Free TemplateWhat if an order gets stuck in one phase?
Check your Expected Date. If it is overdue, contact your agent with your order number ready. Your basetao spreadsheet makes this instant.
Should I track domestic and international shipping separately?
Yes if your agent bills them separately. Otherwise combine into one Shipping Cost column for simplicity.
How do I handle partial deliveries?
Split the original row into two. One for delivered items with Status = Delivered, one for pending items with Status = In Warehouse.
Stay Organized
Order management is not complicated when you have a system. Your basetao spreadsheet is that system. Record the right details at the right phases, review weekly, and you will never again wonder where an order is or what it cost.