A free HooBuy sheet you fill in yourself: 24 columns, one status list, one totals formula

What you get: two CSV files

Most HooBuy sheets are lists of other people's finds. This page gives you a sheet for your own orders: two plain CSV files you can open in Excel, Google Sheets or Numbers, edit, and keep. They are not tied to any account, and they record only what you type.

• hoobuy-row-tracker.csv: one row per item, 24 columns, with one example row (a Weidian hoodie) you replace with your own.
• hoobuy-move-checklist.csv: eight steps for moving a HooBuy row to another agent, with columns for where to check it, done yes or no, and notes.

Both use a semicolon as the separator and a UTF-8 byte-order mark, so accents and the yen sign survive. In Excel with a German, Italian, French or Portuguese regional setting, a double-click usually splits the columns correctly. If every value lands in column A, use the text-import or text-to-columns option and choose semicolon. Google Sheets offers the same separator choice on import. Do not change the header names if you plan to use the formulas below, because they refer to columns by letter.

Two files, semicolon-separated, free, and yours once downloaded.

The 24 columns, in five groups

The header row is long, but it falls into five blocks. Letters are the spreadsheet column letters, which the formulas later use.

The example row shows how it reads: Marketplace Weidian, Item ID 1234567890, HooBuy link hoobuy.com/product/2/1234567890, price 180, seller freight 6, weight 750 g, status Payment Pending, QC checked "no", declaration 8. The leading digit in the HooBuy link (0 = 1688, 1 = Taobao, 2 = Weidian) is what column B repeats in words. To rebuild column D from column E, use the HooBuy link converter.

Identity and links are typed once; cost and dates are the columns you will revisit.

The status column: use HooBuy's own words

Column L is a text column, and the one that pays for itself. HooBuy's help centre names 21 shopping-order statuses. If you type those exact names (or add them as a drop-down list under Data validation), your sheet and the order page always agree. The ones to track, with what to do:

On Hold, the status to watch is Purchased. Trustpilot reviewers wrote of June to August 2026 payments that sat there for weeks, and our HooBuy status page has the dates. HooBuy's help centre has the agent chase a silent seller on day four and every three to four days after. A simple rule of ours, not HooBuy's: if column L says Purchased and column M is more than seven days old, open a ticket. A conditional format on the formula =AND(L2="Purchased",TODAY()-M2>7) turns the cell red. Order labels are listed in full on HooBuy order status.

One status per row, typed in HooBuy's words, with a date next to it.

Two date formulas: storage and the return window

Two columns are best filled by formula rather than typed. Both count from column N, the date the status became Stored.

• Column O, free storage ends: =N2+90. HooBuy allows 90 days of free storage counted from "Stored"; after that, unclaimed goods are treated as abandoned and destroyed.
• Column P, return request deadline: =N2+5. The 5-day guarantee runs 120 hours from the next hour after stock-in, so the date is a guide. Check the hour on the order page.

Storage can be extended for ¥10 per Product ID per month, but only for items stored 60 to 90 days, up to six months in all. We would not rely on it with HooBuy on Hold. Wrap the formulas as =IF(N2="","",N2+90) so blank rows stay blank. Sort by column O and the row nearest to expiry rises to the top; our HooBuy storage page explains the rules, and HooBuy refunds and returns covers the 5-day window and its fees.

Fill column N once and both deadlines appear.

The totals formula, worked on the example hoodie

Column W adds six cost columns: price (H), seller freight (I), extra photos (R), shipping (T), declaration (U) and insurance (V). The formula is =H2+I2+R2+T2+U2+V2, and if some cells are blank, Excel and Sheets treat them as zero. Insurance, if you choose it, can be =ROUND(0.03*(H2+T2),2), which follows HooBuy's published formula: 3% of item or declared value plus shipping cost. Here is the row, using the example hoodie.

Without insurance it is ¥267.65. The total leaves out EU import VAT (19% in Germany), the temporary €3 duty per tariff category, any payment fee, and the 8% service fee that HooBuy's registration agreement states while other articles say there is none; the contradiction is laid out on HooBuy fees. Add a column Y if you want to track any of them. Shipping is also quoted by weight only, and volumetric weight can bill more, so use the shipping calculator before you type in column T.

The hoodie lands at ¥275.26 with insurance, ¥267.65 without.

The move checklist: eight steps, one done column

The second CSV has five columns: Step, What to check, Where, Done (yes/no) and Notes. Its eight steps run in a fixed order, and each fits one line:

1. Copy the item ID from the HooBuy link.
2. Rebuild the original marketplace link from the ID.
3. Open that link and confirm the listing still exists.
4. Pick an open agent and paste the original link, or use its link format.
5. Compare service fee, free storage days and photo price with HooBuy.
6. Check a shipping quote to your country on the agent's own estimator.
7. Pay for this one order only, paying per order, with nothing left in an agent wallet.
8. If an older HooBuy order is stuck at Purchased, open a ticket and keep screenshots.

Use the tracker for rows and the checklist for moves; they join at column F, the backup agent link. Step 5 draws on the agent pages in the agents index and on HooBuy alternatives. Skipping the agent account altogether? Our contact page says how to pass us a row.

Seven steps move the row; the eighth protects an older order.

Template questions from sheet users

How do I open the CSV so each value lands in its own column?

The files use semicolons between values, which Excel expects in many German, Italian, French and Brazilian regional settings. If everything lands in column A, use the import or text-to-columns option and pick semicolon as the separator. Google Sheets offers the same choice when you import a file. Keep the first row as the header.

Which status names should I type in the order status column?

Use HooBuy's own names from its help centre, such as Payment Pending, Purchased, Stored, Clear Balance and Expired, so your sheet matches the order page. The tracker's example row starts at Payment Pending. A status like Stored matters most, because it starts the 90-day free storage clock and the 5-day return window.

What does the Total (¥) column add up?

Add price, seller freight, extra photos, shipping, declaration and insurance: columns H, I, R, T, U and V. For the example hoodie that is 180 + 6 + 0 + 73.65 + 8 + 7.61 = ¥275.26. It excludes import tax, which is charged in your country, and any service fee, because HooBuy's own pages disagree about whether one exists.

How is the insurance column calculated?

HooBuy's help centre gives the premium as 3% of item or declared value plus shipping cost, with any coupon deducted from shipping first. On the example, 3% of (180 + 73.65) is ¥7.61. Not every line offers insurance, and the estimator tags it per line, so leave the cell blank where you decline it.

Do I need to keep money in HooBuy for this sheet to work?

No, and we advise against it. The sheet only records what you paid per order. HooBuy's help pages describe paying into an account balance, but our label for HooBuy is Hold, because buyers reported refunds not arriving between June and September 2026. Settle each order and each parcel at the moment you place it.

Is the move checklist only for HooBuy orders?

It starts from a HooBuy row but ends at another agent's checkout. Its eight steps take you from the item ID in the HooBuy link through the original marketplace listing to a small first order elsewhere. Step 8 covers an older HooBuy order stuck at Purchased: open a ticket and keep screenshots.