Cross-Border E-Commerce Multi-Store Daily Operations Checklist Template: How to Customize a SOP for Your Team

This article provides a reusable cross-border e-commerce multi-store daily operations checklist template and explains in detail how to customize your own SOP based on team size and platform differences. It covers the core inspection items for Shopee, Lazada, and TikTok Shop, helping operators systematize daily inspections and reduce the risk of missed orders and violations.

Introduction

Cross-border e-commerce multi-store operations require a lot of repetitive daily checks: from customer service messages and pending orders to store penalties and ad budgets. Missing any one of these can lead to losses. Although each platform has backend reminders, when you have many stores, messages and data are scattered across multiple interfaces, making it hard to cover everything. A standardized daily operations checklist (SOP) helps you lock down inspection actions and lets your team execute step by step, so even new hires can get up to speed quickly.

This article shares a universal daily checklist template and teaches you how to customize it based on your business characteristics. It also includes practical tips to help you truly implement the SOP.

Why You Need a Daily Inspection

• Reduce the risk of missed orders: Each store may generate new orders, refunds, or buyer messages. Inspections ensure all pending tasks are seen in time.
• Avoid platform penalties: Platforms like Shopee and Lazada strictly evaluate metrics like late shipment rate and customer service response rate. Inspections help you spot anomalies and remedy them immediately.
• Improve team collaboration efficiency: With a unified SOP, every operator knows what to check and how to do it, and handovers won't miss anything.
• Data-driven optimization: Long-term recording of inspection data (e.g., number of anomalies, processing time) helps identify bottlenecks and optimize processes.

Shopee Daily Check Items

For Shopee multi-store management, focus on the following items:

1. Unread customer service messages and response rate: Shopee has strict requirements for customer service response rate (usually ≥85%). Delayed responses can lead to store penalties. Check the customer service interface for all stores daily, filter unread conversations, and reply to each one.
2. Pending orders and late shipment rate: Check the "Pending Shipment" orders in the backend to ensure orders that can be shipped today are processed. If you find orders about to expire, prioritize them or communicate with the buyer.
3. Refund/return orders: Check the refund request list and decide whether to accept or dispute. Delayed processing may result in automatic refunds and affect store ratings.
4. Store penalties and performance score: Check the "My Performance" section on Shopee for any new penalties or warnings. If there are issues, appeal or adjust promptly.
5. Product violation notifications: Check the "Product Violations" or "Pending Review" list. Products that have been removed need to be re-edited or appealed.
6. Ad budget and spending: Check if the daily budget for each store's ad account is sufficient and if spending is abnormally high to avoid budget waste.
7. Negative review management: Check recent low-rated reviews, analyze the reasons, and try to contact the buyer to make changes.

Lazada Daily Check Items

Core check items for Lazada multi-store operations:

1. Customer service response rate and unread conversations: Lazada's customer service response rate affects store ratings. It is recommended to check unread messages twice a day (morning and afternoon).
2. Pending order check: Lazada requires orders to be shipped within 48 hours (some sites). Prioritize orders that are about to expire.
3. Refund and dispute orders: Lazada's refund process includes "Buyer Cancellation" and "Refund." Review daily to avoid automatic approval leading to losses.
4. Inventory anomaly check: Check if system inventory matches actual inventory, especially for hot sellers and items in promotions.
5. Product violation check: Lazada regularly audits product images and titles. Violating products will be blocked. Check product status daily and modify any anomalies promptly.
6. Store rating and performance score: Check ratings, return rate, etc., on the "Store Performance" page to ensure targets are met.
7. Promotions and vouchers: If a store has an ongoing promotion, check inventory and voucher quantities to ensure they are sufficient.

TikTok Shop Daily Check Items

TikTok Shop operations have unique characteristics:

1. Customer service messages and response rate: TikTok Shop has high response time requirements; unread messages must be replied to within 2 hours (some sites). It is recommended to enable message notifications or use aggregation tools.
2. Pending orders and fulfillment: TikTok Shop has strict logistics timelines. Late shipments directly affect store traffic. Check all pending orders to ensure timely packing.
3. Refunds and disputes: Regularly check refund requests, especially "Refund Only" types for defensive handling.
4. Product violation notifications: TikTok Shop strictly monitors product content and infringement. Check violation notifications daily and rectify promptly.
5. Store health score: Check metrics in the "Store Performance" score, such as order defect rate and return rate.
6. Negative reviews and user feedback: Check low-rated content in the review area and proactively contact buyers to communicate.
7. Ad campaign data: If you run TikTok ads, check spend, click-through rate, and conversion rate to avoid inefficient campaigns.

Common Operational Anomalies

• Customer service message backlog: Multiple stores receive inquiries simultaneously, and operators waste time switching accounts. Use aggregated customer service tools to manage messages centrally and set up keyword auto-replies.
• Missed or late shipments: Orders are scattered across multiple backends, leading to forgotten shipments and penalties. Use order management features to display pending orders centrally and set up alerts.
• Delay in refund processing: Refund requests that exceed the platform's processing time will be automatically approved. Set a fixed time each day to process refunds.
• Product removed due to violation: Failing to notice platform notifications results in products being removed without your knowledge. Add "Check Violation Notifications" to your checklist.
• Ad budget overspend: Unreasonable budget settings or failure to pause high-spending ad groups. Check ad backend spending daily.

Recommended Inspection Process

Below is a basic daily checklist template. You can adjust it based on your actual situation:

Check Item	Importance	Check Method	Frequency
Unread customer service messages	High	Log into each store's customer service interface and filter unread conversations	Twice daily (morning and afternoon)
Customer service response rate	High	Check the platform's response rate indicator	Daily
Pending orders	High	View the "Pending Shipment" list for each store, prioritize time-sensitive orders	At least once daily
Late shipment rate	High	Check shipping timeliness in the platform's data center	Daily
Refund orders	High	View the refund request list and process unapproved orders	Once daily
Inventory anomalies	Medium	Check differences between system inventory and actual inventory	Daily or weekly
Product violation notifications	Medium	Check the "Violations" or "Not Approved" list	Daily
Store penalties	Medium	Check the store rating page for any penalties	Daily
Ad budget	Medium	Check ad account spend and remaining budget	Daily
Performance score	Medium	Check trends in store performance score	Daily
Negative reviews	Low	Check the latest reviews and identify reasons for low ratings	Daily

It is recommended to prioritize these check items, starting with the most urgent (customer service and orders) before gradually moving to other items. When working as a team, assign different members to handle different sections.

FAQ

1. What do I need to check on Shopee every day? Main checks: unread customer service messages, pending orders, late shipment rate, refund requests, store penalties, product violations, ad budget, and negative reviews.
2. What data should I check daily for Lazada multi-store operations? Focus on: customer service response rate, pending orders, refund disputes, inventory anomalies, store ratings, product violations, and promotion status.
3. How often should I check TikTok Shop violation notifications? It is recommended to check at least once daily. After a violation, you must appeal or modify within the specified time.
4. What is a normal store response rate? Shopee and Lazada typically require ≥85%, and some TikTok Shop sites require ≥90%. Always refer to the latest platform rules.
5. What if there are too many customer service messages? Use aggregated customer service tools to manage messages from multiple stores centrally, set up auto-replies for common questions, or assign dedicated staff.
6. How do I manage multiple stores in one place? Use multi-store management tools (like SpeedSell) to manage Shopee, Lazada, and TikTok Shop stores, orders, and customer service messages in one client.
7. How long does a daily inspection take? If you have few stores (1-3) and are familiar with the process, about 15-30 minutes. More stores take longer; consider using automated tools to reduce repetitive work.
8. How can I reduce the risk of missed orders? Establish a fixed inspection process, use order management tools to display all pending orders uniformly, and set timeout alerts.
9. How can I improve cross-border e-commerce operational efficiency? ① Develop and strictly follow standardized SOPs; ② Use tools to batch process repetitive operations; ③ Regularly review anomaly data to optimize processes.
10. At what stage is an e-commerce ERP suitable for a team? When you have more than 3 stores or more than 50 orders per day, consider introducing an ERP or aggregated management tool to boost efficiency.

Recommended Tools

After establishing and executing an SOP for a while, you may find that there are still many mechanical operations: switching accounts, repeated clicks, and aggregating data across platforms. At this point, consider using professional multi-store management tools like SpeedSell to automate your inspection process.

SpeedSell supports managing Shopee, Lazada, and TikTok Shop stores in one client, offering device isolation, unified order management, smart customer service, and operational assistance. You can consolidate most of the inspection items in the checklist above into a single interface, reducing manual switching time and making SOP execution smoother.

Conclusion

Daily operations inspections are the foundation of cross-border e-commerce multi-store management. With a standardized checklist, your team won't miss key steps, and new hires can quickly get up to speed. More importantly, by consistently executing and optimizing the SOP, you can gradually identify bottlenecks and improve efficiency.

Starting today, try using the template in this article to build your own daily inspection checklist and adjust it as you go. When your team and store count grow, leverage tools for higher-level automation, so you can focus your energy on growth strategies.

Related Links

• SpeedSell Product Features: Multi-Platform Multi-Store Management
• SpeedSell Use Cases: Multi-Store Operations and Team Collaboration
• SpeedSell Client Download: Unified Management of Stores, Orders, and Customer Service Messages
• SpeedSell Tutorial Center: Cross-Border E-Commerce Operations Tutorials
• SpeedSell Daily Operations Tutorial Directory

Who This Is For

This article is for ecommerce teams managing Shopee, Lazada, TikTok Shop or other cross-border stores.

Key Steps

Clarify the operational issue, review store status, account boundaries, network setup and team workflow, then standardize the repeatable process in SpeedSell.