Excel vs. Inventory Software: Which is Better for Small Business?
Every small business starts the same way: with a spreadsheet. It’s free, it’s familiar, and it feels easy. You open Excel or Google Sheets, type "Tool Name" in column A, "Serial Number" in column B, and you’re off to the races.
But as your inventory grows, that spreadsheet starts to crumble. Files get duplicated, formulas break, and suddenly you don't know if that expensive drill is in the warehouse or in a van.
If you are still debating whether to stick with spreadsheets or upgrade to a system like Volcann, this guide is for you.
The Hidden Dangers of Using Excel for Inventory
While spreadsheets are great for calculations, they are terrible databases. Here is why relying on them helps you lose money:
1. The "Version Control" Nightmare
You email the inventory sheet to your site manager. He updates it and emails it back. Meanwhile, you made changes to your copy. Now you have two different versions of the truth. Which one is right? With cloud inventory software, everyone sees the same real-time data, no matter where they are.
2. No Automatic Alerts
This is the biggest killer for equipment-heavy businesses. A spreadsheet cannot tap you on the shoulder and say, "Hey, the warranty on this generator expires next week!" or "This safety gear needs inspection." Dedicated software sends you automated notifications so you never miss a critical date.
3. It’s Not Mobile Friendly
Have you ever tried to update a complex Excel sheet on your phone while standing in a dark warehouse? It’s a recipe for errors. Modern inventory apps are built for mobile, allowing your team to check items in and out with a few taps.
When Should You Switch to Software?
You don't need software from day one. But you should switch immediately if:
- You have more than 50 tools or assets to track.
- You have a team of 2 or more people accessing the inventory.
- You have lost an expensive tool in the last 6 months because no one knew who had it.
- You need to track expiry dates for compliance or warranties.
Why Volcann is Different
We built Volcann specifically for teams who hate complex software. We stripped away the bloat to focus on what matters: Who has the tool? When is it due back? When does it expire?
Unlike a static spreadsheet, Volcann is a living system. It alerts you before problems happen, keeps your team accountable, and gives you a history of every item's movement.
Conclusion
Excel is a calculator, not a warehouse manager. If you are serious about stopping tool loss and saving time, it’s time to graduate from spreadsheets.
Ready to get organized? Create your free Volcann account today and upload your first 50 tools in minutes.