COMPARE / SPREADSHEETS
Spend less time maintaining your spreadsheet.
InventoryHQ provides a shared record for the shop, each truck, and every job.
As materials move between the shop, trucks, and jobs, keeping a spreadsheet current takes a consistent process. InventoryHQ gives your team a dedicated workflow for recording deliveries, usage, and returns, and reviewing material costs by job.
When a spreadsheet still works
A spreadsheet can work well when material movements are manageable and your team keeps records current. If it gives you reliable quantities and the job cost detail you need, there may be no reason to change. A simple sheet can be enough when one person handles a few items. Consider a dedicated system when maintaining those records starts taking too much time.
Signs your process needs more support
More trucks and locations
As more people move materials, keeping every location's quantities current takes more coordination.
Returns
When unused materials come back, both the stock record and the job record need updating.
Job costing
Connecting purchases, usage, and returns to each job takes a consistent structure and maintained formulas.
Stock counts
If physical counts regularly disagree with your records, review how deliveries, transfers, and usage are being captured.
Compare the workflows
| InventoryHQ | Spreadsheet | |
|---|---|---|
| Updating quantities | Quantities update when your team records material movements | Quantities update through entries, formulas, or connected tools you maintain |
| Who updates it | The people who load, use, and return material | Designated team members; shared editing depends on the tool and setup |
| Truck stock | Standing stock per truck | Tracked through a location structure your team builds and maintains |
| Job material costs | Record materials issued, used, and returned by job | Calculated using job records and formulas your team maintains |
| Returns | Record unused materials returning to stock | Enter returns and update the related stock and job records |
| Audit trail | Name and timestamp on every movement | Change and version history depend on the spreadsheet tool and setup |
What switching involves
Start by organizing your item list, confirming starting quantities, and setting up your locations. Decide who will record deliveries, transfers, usage, and returns. The time needed depends on your inventory and how complete your existing records are.
Explore the potential impact using your own assumptions in the calculator.
Last updated October 21, 2026
Count what you have. Then decide what to buy.
Start with one location and see how your team records deliveries, usage, and returns in InventoryHQ.
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