The three downloads and what each file holds
All three templates are small CSV files, so they open in any spreadsheet program and carry no macros. They share one idea: keep the original Taobao, Weidian or 1688 address next to the KakoBuy link, so a row survives the next agent closure. Searches for a KakoBuy spreadsheet in Excel, in Google Sheets or as a PDF tend to want a finished list of items. These files are the opposite: blank structures you fill in with your own finds.
- kakobuy-haul-tracker.csv — 23 columns, one example row and four empty numbered rows, from the item and its two links through order number, storage and return dates, weight, line, quote, declaration fee and insurance to delivery date
- kakobuy-row-check.csv — 4 columns (Check, What to look at, Pass if, Notes) and 9 numbered checks, from "link opens" to "rules check"
- kakobuy-size-sheet.csv — 6 columns and 9 measurements, from chest and body length to shoe insole length, with spaces for your garment, the seller's chart, the difference and your decision
The haul tracker is the one most buyers use, so here is its layout in groups. Column letters matter for the formulas later in this page.
| Letters | Columns | You type or a formula fills |
|---|---|---|
| A–E | Row, Item, Marketplace link, KakoBuy link, Size/colour | You type A, B, C and E; D can be a formula |
| F–G | Item price (CNY), Seller domestic shipping (CNY) | You type, from the item page |
| H–K | Order number (OG…), Ordered on, Arrived in warehouse on, Free storage ends | K is a formula: arrival plus 100 days |
| L–N | QC photos checked, Extra photos bought (count × ¥2), Return/exchange requested by | N is a formula: arrival plus 5 days |
| O–S | Actual weight (g), Parcel number (S…), Line, Shipping quote (USD), Declaration fee (CNY) | You type; the declaration column notes ¥8 as typical |
| T–W | Insurance, Shipped on, Delivered on, Notes | You type |
The example row uses a grey hoodie priced at ¥200 with a Weidian address and the matching KakoBuy link, so you can see the encoding. Replace it before use. Our guide to scoring a sheet explains when to run the row check file first.
Three CSVs: a tracker for orders, a test for rows and a sheet for sizes.
Importing into Google Sheets and Excel
Double-clicking a CSV often opens it with the wrong delimiter or date format, especially in European regional settings where a comma may be a decimal mark. Import it deliberately instead.
- Google Sheets: open a blank sheet, choose File, Import, Upload, and drop the CSV in. Pick "Replace spreadsheet" or "Insert new sheet", leave the separator on Detect automatically, and tick "Convert text to numbers, dates, and formulas".
- Excel: open a blank workbook, then Data, From Text/CSV. Choose the file, check that the delimiter preview shows comma, and click Load. If characters such as ¥ look garbled, set the file origin to UTF-8 in the preview.
- Set date columns. Select the date columns (I, J, K, N, U and V in the tracker) and apply a date format. The formulas below need real dates, not text.
- Freeze the header and column C. Use View, Freeze in Sheets or View, Freeze Panes in Excel, so the original link stays visible as you scroll.
- Save as a native spreadsheet. Keep an .xlsx or a Google Sheet as your working copy. The CSV is only the starting point.
If you want a PDF, print or export the finished tracker from either program. We do not publish a PDF of the template, because a printed tracker cannot calculate anything.
Import, don't double-click, and make the date columns real dates.
The formulas, with column letters
These formulas assume the tracker layout above, with data from row 2. They work in Google Sheets; the Excel versions are the same except where noted.
| Purpose | Cell | Formula | Basis |
|---|---|---|---|
| Free storage ends | K2 | =IF(J2="","",J2+100) | KakoBuy: 100 days from "in storage" |
| Return/exchange deadline | N2 | =IF(J2="","",J2+5) | KakoBuy: 5 days (120 hours) after stocked in |
| Days of storage left | X2 | =IF(K2="","",K2-TODAY()) | Reminder email comes at 90 days |
| Build the KakoBuy link | D2 | ="https://www.kakobuy.com/item/details?url="&ENCODEURL(C2) | Format tested 12 Oct 2026 |
| Item price in USD | Y2 | =F2*0.14 | Roughly ¥1 ≈ $0.14 |
| Shipping share by weight | Z2 | =$R$2*O2/SUM($O$2:$O$5) | Parcel quote typed once in R2 |
| Extra photos cost (CNY) | AA2 | =M2*2 | ¥2 per personalised photo |
Three notes. First, KakoBuy's help centre states that the free period runs from the "in storage" status, but its storage-extension page describes the clock as starting at "Ready for Shipping", and an extension costs ¥10 per order per 30 days. Use the earlier date. Second, the 5-day return window is the shortest deadline in the whole process, so put a conditional format on N so that it turns red two days before. Third, a date-only formula ignores the hour; KakoBuy counts 120 hours, so treat the date as the last possible day.
ENCODEURL exists in Google Sheets and in Excel 2013 and later on Windows. Excel for the web or the Mac may not offer it; if the cell shows #NAME?, use our link converter. For finding item IDs and duplicates in a long sheet, see the 10,000-row sheet page.
Two dates carry the most risk, storage at 100 days and returns at 5; let formulas track them.
A worked example: splitting one parcel across four items
This hypothetical haul has four items in one parcel to Germany. Item prices are example prices in yuan, and the weights are invented. KakoBuy's estimator quoted $39.30 on "Europe DHL Line (Express Line)" for 2,000 g on 12 October 2026, no dimensions. The typical ¥8 declaration fee is split evenly. Calculations use ¥1 ≈ $0.14 and were run in Python.
| Item | Price (¥) | Item (USD) | Weight | Shipping share | Declaration share | Landed |
|---|---|---|---|---|---|---|
| A | 180 | $25.20 | 700 g (35%) | $13.75 | $0.28 | $39.23 |
| B | 95 | $13.30 | 400 g (20%) | $7.86 | $0.28 | $21.44 |
| C | 260 | $36.40 | 600 g (30%) | $11.79 | $0.28 | $48.47 |
| D | 60 | $8.40 | 300 g (15%) | $5.89 | $0.28 | $14.57 |
Items: ¥595 × 0.14 = $83.30
Parcel total: $83.30 + $39.30 shipping + $1.12 declaration = $123.72 (the four rows add to $123.71 because of rounding)
Share of item D: 300 ÷ 2,000 × $39.30 = $5.89, which is 70% of its own $8.40 price
The last line is the useful one. A light, cheap item carries a large shipping share, so a ¥60 row is not a bargain once its slice of the parcel is added. EU buyers should also add KakoBuy's €3 per-parcel charge and import VAT. The Germany page lists every line, and the shipping calculator helps with volume weight.
Item D cost $8.40 but carried $5.89 of shipping; split the parcel by weight before judging a cheap row.
Using the row check and size files
The row check file turns the nine checks into a table you can score at a glance: link opens, original link visible, price matches, variant names, seller history, photos, weight, line fits the item and rules. Copy it once per sheet you evaluate, and add a column per row you test. Pair it with the sample method on the Reddit page when a list comes from a thread.
The size sheet has a Difference column (E) that should equal the seller's chart value minus your own garment. In row 2, =D2-C2 does it. Then read the Decision column yourself. As a rule of thumb, which is our suggestion and not a KakoBuy rule, a gap of 1 cm or less is fine, 2 cm or more on chest or length means ask for a measurement photo, and shoes are decided by insole length. Personalised photos cost ¥2 each from KakoBuy.
Fill the row check per sheet and the size sheet per garment.
Keeping the template useful
Keep one tracker for orders in progress and a second sheet for candidates, so unbought rows do not hide real ones. Copy a candidate across only when you buy it. Log each payment as you make it: pay per order, and note that KakoBuy's help pages mention an account balance that we would not rely on. For ordering help, the contact page has a WhatsApp QR code to scan. The KakoBuy spreadsheet homepage shows current finds with door quotes, ready to paste into the first column.
Separate candidates from orders, and let dates calculate themselves.
Questions buyers ask
Is there a KakoBuy spreadsheet in Excel, Google Sheets or PDF form?
The files here are plain CSV, which both Excel and Google Sheets open. Searches for "kakobuy excel", "kakobuy google sheets" and "kakobuy pdf" usually want a ready-made list of items; ours are blank trackers with one example row in the 23-column haul tracker. There is no PDF version, but either program can print or export your finished tracker to PDF.
Which date should I enter as the arrival date?
Use the date KakoBuy's order status changed to in storage, the day its warehouse received the item. KakoBuy's storage page counts 100 days from that status and emails a reminder after 90 days. Its separate extension page words the start slightly differently, as Ready for Shipping, so enter the earlier date and treat the formula result as the day to act by.
Why does the return deadline formula use only 5 days?
Because KakoBuy's help centre says return and exchange requests must be made within 5 days, which it defines as 120 hours, after an item is stocked in. That is much shorter than the 100 days of free storage. A date-only formula can be off by several hours, so check your QC photos the day they arrive instead of waiting for the last date.
How does the template split shipping between items in one parcel?
By weight. Divide each item's actual weight by the parcel total and multiply by the shipping quote. In our hypothetical four-item parcel of 2,000 g, a 700 g item carries 35% of a $39.30 Germany quote, or $13.75. Weight is the right key because KakoBuy bills parcels by weight and line, not by item price.
What if the ENCODEURL formula shows an error in my spreadsheet?
ENCODEURL works in Google Sheets and in Excel 2013 and later on Windows. Excel for the web or the Mac may not offer it, so if the cell shows #NAME?, build the link with our link converter instead and paste the result. The converter produces the same https://www.kakobuy.com/item/details?url= address that the formula would.
Can I open the template in a phone spreadsheet app?
Yes, if the app imports CSV, though a 23-column tracker is awkward on a small screen. A practical approach is to import it into Google Sheets on a computer once, then use the Sheets app to view rows and tick the QC-checked column. Keep the original marketplace link column visible, because that is the column that survives agent closures.