Step-by-Step Hipobuy Spreadsheet Setup Tutorial

If you want to start using the **hipobuy spreadsheet** but do not know where to begin, this step-by-step tutorial is for you. In the next 30 minutes, you will go from a blank sheet to a fully functional order tracking system. Each step includes screenshots in text form, exact formulas, and tips to avoid common pitfalls. Follow along and build your spreadsheet as you read.

Download the Pre-Built Template Instead

If you want to skip setup entirely, download our pre-built template with all the formulas and formatting already done.

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Step 1: Create Your Blank Sheet

Open Google Sheets in your browser and create a new blank spreadsheet. Name it Hipobuy Orders 2026. This is your master file. All your order data will live here. If you prefer Excel or Apple Numbers, the steps are nearly identical.

The first formatting step is to freeze the header row. Click View > Freeze > 1 row. This keeps your column headers visible no matter how far you scroll down. When you have 500 orders, this small feature will save you enormous frustration.

Next, set the column widths. Order ID should be narrow. Item Name should be wide. Price columns should be medium. You can adjust these later, but getting the layout right from the start makes the sheet more pleasant to use.

Step 2: Add the Header Row

In row 1, add these exact column headers in this order: A1: Order ID, B1: Item Name, C1: Supplier, D1: Category, E1: Unit Price, F1: Quantity, G1: Shipping Cost, H1: Total Cost, I1: Status, J1: Tracking Number, K1: Order Date, L1: Notes.

Format the header row to stand out. Select row 1, change the background color to a light green (#E8F0E3), make the text bold, and center-align the text. This visual distinction makes it clear where the data starts.

Add data validation to the Status column. Select column I, click Data > Data Validation, and set the criteria to a list with these values: Ordered, Confirmed, Shipped, In Transit, Delivered, Issue. This prevents typos and ensures every status is valid.

Step 3: Add Your First Formula

The Total Cost column is where your first formula lives. Click cell H2 and enter this exact formula: =(E2*F2)+G2. This multiplies the unit price by the quantity and adds the shipping cost. Press Enter and the cell should show 0 for now.

Copy this formula down to row 100 so it is ready for future orders. Select H2, copy it, then select H3:H100 and paste. All cells will show 0 until you add real data. This pre-fills the formula so you never have to type it again.

Test the formula by entering sample data. Put 50 in E2, 2 in F2, and 10 in G2. H2 should show 110. If it does not, check that you entered the formula exactly as shown. This test confirms your formula works before you add real orders.

Step 4: Enter Your First Real Order

Now add a real order to test the full workflow. In row 2, enter: Order ID 001, Item Name Nike Air Force 1 White, Supplier ABC Sneakers, Category Shoes, Unit Price 85, Quantity 1, Shipping Cost 12, Status Ordered, Order Date today, and any Notes.

Watch the Total Cost column automatically calculate 97. This is your first live formula in action. Change the unit price to 90 and watch the total update to 102. The formula is working correctly.

Add a second order in row 3. Use a different supplier and a different item. This tests whether the sheet works for multiple orders. Change the status of the first order to Shipped. The Total Cost should not change, but the Status dropdown should work perfectly.

Step 5: Add Filtering and Sorting

With two orders in the sheet, it is time to enable filtering. Select the header row, then click Data > Create a filter. Small filter arrows appear in each header cell. Click the arrow in the Supplier column and filter to show only ABC Sneakers. Only row 2 should remain visible.

Remove the filter to see all orders again. Now sort by Order Date descending. The most recent orders appear at the top. This is how you will typically view your sheet, with the newest orders first.

Try filtering by Status. Show only Ordered. This gives you a clean list of everything you are waiting for. When those items ship, you will update their status and they will disappear from this filtered view. This is the core workflow that keeps you organized.

Step 6: Save and Share

Your basic hipobuy spreadsheet is now complete. Save it by giving it a clear name. If you use Google Sheets, it saves automatically. If you use Excel, press Ctrl+S. Create a folder called Hipobuy and store the file there.

If you want to share the sheet with a partner or team member, use the Share button. Set their permission to Editor if they need to add orders, or Viewer if they only need to see the data. Never share with the public unless you are comfortable with anyone seeing your order information.

Create a backup by downloading a copy. In Google Sheets, click File > Download > Microsoft Excel. Store this file on your computer as an offline backup. Repeat this monthly. Backups are boring but essential.

Create a blank spreadsheet

Open Google Sheets, create a new file, name it, and freeze the first row.

Add headers and formatting

Add 12 column headers, format the header row, and add data validation for Status.

Enter the Total Cost formula

Type =(E2*F2)+G2 in H2 and copy it down to row 100.

Add sample orders

Enter two real orders to test the formulas and validation.

Enable filtering and sorting

Turn on filters, sort by date, and test filtering by supplier and status.

Save and backup

Name your file, share if needed, and download a monthly backup.

Pro Tips

Use keyboard shortcuts: Ctrl+Shift+L toggles filters. Ctrl+Home jumps to the top. These save time on every update.
Color-code the Status column: Add conditional formatting to turn Ordered yellow, Shipped blue, and Delivered green.
Keep a separate sheet for suppliers: Add a second sheet with supplier names and contact info. This prevents inconsistent spelling.
Test formulas with fake data first: Always test new formulas with sample numbers before entering real orders.