What to Track in Basetao Spreadsheet: Essential Fields Guide
By Basetao Spreadsheet Team · Updated May 27, 2026 · 7 min read
The most common question new spreadsheet users ask is simple: what exactly should I track? Track too little and you miss important details. Track too much and maintaining the sheet feels like a part-time job. This guide gives you the perfect balance.
The Essential Eight
These eight fields form the backbone of any effective basetao spreadsheet. Omitting any of them creates a gap you will regret later.
- Order Date - establishes your timeline
- Product Name - helps you recognize items instantly
- Original Link - lets you reorder or share with friends
- Size and Color - prevents accidental wrong-variant orders
- Item Price - the base cost before any fees
- Agent Fee - the service charge that agents apply
- Shipping Cost - domestic plus international delivery
- Status - current phase of the order lifecycle
Nice-to-Have Fields
Once the essentials feel natural, consider adding these columns. They provide extra context without overwhelming your workflow.
- Tracking Number - for carrier lookups and peace of mind
- QC Photo Link - reference images from warehouse inspection
- Shipping Line - EMS, DHL, FedEx, or sea mail choices
- Warehouse Days - how long items sat before shipping
- Seller Rating - your personal score for the original store
- Notes - anything else worth remembering
Custom Fields by Shopper Type
Different shopping styles need different data. A casual buyer and a reseller use the same basetao spreadsheet but track very different details.
| Shopper Type | Extra Columns | Why It Helps |
|---|---|---|
| Casual Buyer | Seller Rating, Notes | Builds trust over time |
| Frequent Buyer | Warehouse Days, Shipping Line | Optimizes future hauls |
| Reseller | Sell Price, Profit, Customer | Tracks business performance |
| Group Buy Lead | Member Name, Paid Status | Organizes shared orders |
Start with Eight
Do not create twenty columns on day one. Add a new column only after you have wished for it three times.
Use Consistent Naming
Pick a format for product names and stick to it. 'Nike Dunk Panda Size 42' is clearer than 'shoes I wanted'.
Separate Money Columns
Keep item price, agent fee, and shipping in separate columns. Combined totals hide where your money actually goes.
Ready to Start?
Use our pre-built template with all essential fields already configured.
Get Free TemplateDo I need to track exchange rates?
For precise budgeting, yes. Add an Exchange Rate column and multiply your item price by it. Otherwise approximate rates work fine for casual tracking.
Should I track domestic shipping separately?
If your agent charges it separately, add a column. If it is bundled into the agent fee, a single fee column is enough.
What about return or refund tracking?
Add a Resolution column with options like Kept, Returned, Refunded. This prevents confusion when an order did not go as planned.
Wrap Up
Knowing what to track in your basetao spreadsheet removes decision fatigue. Start with the essential eight, expand selectively based on your actual needs, and resist the temptation to over-engineer on day one. A simple sheet you maintain beats a complex sheet you abandon.