Track Order Confirmations from Gmail in Google Sheets

Order confirmation emails pile up fast — Amazon, Shopify stores, Etsy, business suppliers. When you need to check a delivery status or look up an order number, you end up digging through hundreds of emails.

This guide shows you how to automatically log order confirmations from Gmail into a Google Sheets spreadsheet, giving you a single place to track every purchase.

Why Track Orders in Google Sheets?

• One view of all purchases — No more searching across Amazon, Shopify, and Etsy emails separately
• Spending visibility — Use SUM and SUMIF formulas to see total spend by vendor or month
• Status tracking — Update order status as items ship and arrive
• Shared access — Teams can track business purchases in a shared spreadsheet
• Filter and sort — Find any order instantly by vendor, date, or status

Setting Up Your Spreadsheet

Create a Google Sheets spreadsheet with these columns:

Use data validation on the Status column to create a dropdown. Format the Amount column as currency so totals work correctly with formulas.

Connecting Your Email (via Quicktion)

Method 1: Email Forwarding

Best for automatic capture. Set up Gmail filters to forward order confirmations to your Quicktion address, and each order appears as a new row.

Create filters for your most common stores:

• Amazon: from:auto-confirm@amazon.com
• Shopify stores: from:*@shopify.com subject:confirmation
• Etsy: from:transaction@etsy.com
• General: subject:(order confirmation OR order confirmed OR your order)

You can combine multiple senders in one filter:

from:(auto-confirm@amazon.com OR transaction@etsy.com OR no-reply@shopify.com)

For the full forwarding setup, see our guide to forwarding emails to Google Sheets.

Method 2: Gmail Add-on

Best for saving specific orders rather than every confirmation. Open a confirmation email, click the Quicktion add-on, and save it. Useful for one-off purchases you want to track without setting up a filter. See the Gmail integration guide.

Working with Your Order Tracker

Conditional Formatting

Set up rules to see order status at a glance:

• Yellow background for "Ordered" (waiting to ship)
• Blue background for "Shipped" (in transit)
• Green background for "Delivered"
• Red background for "Returned"

Formulas

Add a summary section to track spending:

• =SUM(E:E) — Total spend across all orders
• =SUMIF(B:B, "Amazon", E:E) — Spend per vendor
• =SUMIFS(E:E, C:C, ">="&DATE(2026,1,1), C:C, "<="&DATE(2026,12,31)) — Spend by year
• =COUNTIF(D:D, "Shipped") — Orders currently in transit

Filter Views

Create filter views for common lookups:

• In Transit — Filter Status to "Shipped" to see what's on its way
• By Vendor — Sort by Vendor to review all purchases from one store
• This Month — Filter Date to the current month for recent orders
• Returns — Filter Status to "Returned" for return tracking

Tips

1. Update status manually — When you get a shipping or delivery notification, update the Status column. This keeps your tracker accurate.
2. Add tracking numbers to Notes — Paste tracking numbers into the Notes column so you can find them without opening the email.
3. Format Amount as currency — This ensures SUM formulas display correctly and makes the sheet easier to read.
4. Use it for business expenses — If you track business purchases, add a "Category" column (Office, Software, Equipment) to simplify expense reporting.
5. Review monthly — Check for orders stuck in "Shipped" status that may need follow-up.

Get Started

Sign up for Quicktion and connect your Google Sheets spreadsheet. Set up Gmail filters for your most frequent stores and every order confirmation will be logged automatically.

You can also track orders in Notion or Airtable.