What to Track in Your Superbuy Spreadsheet: Essential Fields
5 min read · Updated June 2026
Not every column in your spreadsheet is equally important. Tracking too many fields wastes time. Tracking too few leaves gaps. These 12 essential fields strike the perfect balance between detail and efficiency.
The 12 Essential Fields
Every superbuy spreadsheet should include these fields. They are ordered by importance, so if you are just starting, implement the first five and add the rest over time.
- Item Name: Product name with size and color
- Agent: Which buying agent is handling this
- Order Date: When you placed the order
- Status: Current stage in the workflow
- Tracking Number: Carrier tracking ID
- Item Cost: Price in original currency
- Shipping Cost: Estimated or actual
- Agent Fee: Service fee amount
- Total Cost: Item + shipping + fees
- Store URL: Link to original product page
- Weight: Estimated or actual in grams
- Notes: Special instructions or issues
Optional Fields for Power Users
Once you have mastered the essentials, these optional fields add deeper analytics. Use them only if you are buying regularly or managing orders for others.
| Field | Use Case | Priority |
|---|---|---|
| Category | Filter by clothing type | Medium |
| Brand | Track vendor performance | Low |
| Profit Margin | Reseller analytics | Low |
| Delivery Date | Calculate shipping speed | Medium |
| Issue Log | Track disputes | Medium |
FAQ
Do I need all 12 fields from day one?
No. Start with the first 5. Add the rest as your workflow grows and your needs become clearer.
What about photos?
Store photos in a separate Google Drive folder. Link to the folder in your Notes column instead of embedding images.
Should I track currency conversions?
Yes. Add a Conversion Rate column to see real costs in your home currency.
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