5 signs it’s time to dump your spreadsheets

Are you using spreadsheets to manage your fixed assets? At some point during your work day, you’ve probably experienced a few hiccups using spreadsheets to control your asset management process.

Here are five common signals it’s time to switch from using spreadsheets to manage your inventory control:

1. Lack of privacy and data

Using spreadsheets to manage your fixed assets is a huge security risk. What if someone hacked into your system would your data be protected? Using a software is the safer route for protecting your assets.

2. Trouble inputting data across the organization

Communication is key when operating a successful business. Spreadsheets limit the ability to communicate to everyone involved in your business. Have you ever viewed an Excel file and got the dreaded notification “[blank] is currently working in your file, would you like to view this document as a read-only file”? When deadlines are tight and you are lacking patience, your business needs a program that allows everyone to view the management system at once from multiple locations.

3. You consistently discover errors in your data

Have you discovered errors in your formulas when calculating depreciation? Entering formulas into spreadsheets often comes with a margin of error since the data is being manually entered into the document. Not catching those errors can cost your company money.

4. You feel like you have multiple job titles 

Does the manual entry process have you stressed out and feeling like you’re doing multiple people’s jobs? Being able to digitally enter inventory with a barcode scanner would save you a long headache and a lot of time.

5. Rushing to prepare for tax time

Have you ever heard of the expression ‘save time, save money’? A dedicated system can help you save time by automating your process instead of manually entering data into a spreadsheet. There will be no need to rush at the end of the year to prepare for your audit because the data will be up to speed and compliant.

Editor’s note: This article was originally published October 2016 and has been updated for relevance.