Why Spreadsheets Are Killing Your Inventory Management

Every business starts the same way. You buy your first 5 laptops, open Microsoft Excel (or Google Sheets), and type: "MacBook Pro - Assigned to Zoly".

It works perfectly... for about three months. Then the chaos begins.

The "Version 2_final_v3" Problem

Spreadsheets are static. They live in a file on someone's desktop. When Zoly leaves the company and hands the laptop to Marti, who updates the Excel file? usually, nobody.

Six months later, you look at the sheet. It says Zoly has the laptop. But Zoly left the company. Now you have a "Ghost Asset"—equipment that you own on paper, but can't find in reality.

3 Signs You've Outgrown Excel

1. No History Log: Excel shows you the current status. It doesn't tell you who had the item last week, or when it was purchased.
2. Not Mobile Friendly: Have you ever tried to update row 452, column G on a spreadsheet from your smartphone while standing in a warehouse? It's impossible.
3. No Unique ID: If you have two identical drills or monitors, how do you know which one is broken? Without a unique ID (like a QR code), they look the same in a spreadsheet.

The Solution: Unique Identification (UID)

This is where systems like AssetFlow come in. Instead of a row in Excel, every item gets a unique digital identity linked to a QR code.

The workflow changes from typing to scanning:

• Stick a label on the laptop.
• Scan it with your phone.
• Tap "Assign to Marti".

The system automatically records the date, time, and user. You create an unbreakable chain of custody.