Inventory spreadsheets work for simple lists, but they become fragile when teams need shared access, mobile counts, reorder points, par levels, replenishment, transfers, and multi-location visibility.
What changes when you move to MyInvy
| Feature | Spreadsheets | MyInvy |
|---|---|---|
| Mobile counting | Manual entry or custom forms | Guided count sessions with mobile and offline support |
| Multi-location tracking | Separate sheets or fragile tabs | Locations, stocking areas, and item assignments |
| Low-stock visibility | Manual formulas and filtering | Reorder points, par levels, and low-stock views |
| Team access | Shared files and permission drift | Owner, manager, and employee roles |
| Replenishment | Manual shopping lists | Supplier order and transfer drafts from inventory data |
| Transfers | Manual notes or copy-paste updates | Structured transfer drafts and fulfillment workflows |
| Audit trail | Version history with limited workflow context | Count history and completed workflow records |
| Setup speed | Flexible but easy to break | Structured import plus guided item and location setup |
Why spreadsheet inventory breaks down
Spreadsheet inventory usually starts as one shared file. Over time, teams add tabs for locations, formulas for reorder points, columns for suppliers, and manual notes for transfers. The file becomes important, but it does not guide the workflow.
MyInvy gives those jobs a structured place: count sessions for counting, stocking areas for physical storage, low-stock views for replenishment decisions, and roles for team access. The result is less manual reconciliation and a clearer path from count to restock.
How to switch from spreadsheets to MyInvy
Start with one stocking area rather than moving your entire catalog at once. For example, use a restaurant pantry with olive oil, takeaway cups, and napkins. These are illustrative values, not customer results.
- Download the MyInvy template from the import screen and copy a few item names, SKUs, units, and starting quantities into the appropriate sheets.
- Create a Central Kitchen location and Pantry stocking area. Review the import mapping and warnings before applying the rows.
- Count those items in the app. If the file says 12 bottles of oil but you count 8, review the difference and complete the count.
- Set a suitable par level. With a target of 20 bottles and 8 on hand, review a restock quantity of 12, accounting for any open orders and supplier pack sizes.
- Check the result against your old sheet, then bring across the next stocking area when you are satisfied.
Still deciding whether to switch? Read the inventory app versus spreadsheet decision guide first.
- Clean your item list and decide which columns represent SKU, unit, supplier, category, pack size, and starting quantity.
- Create your locations and stocking areas so inventory matches how your team stores and counts items.
- Use the item import guide to import or manually add your inventory data.
- Configure reorder points and par levels for items that should trigger restocking work.
- Run a first count session to replace spreadsheet totals with current MyInvy quantities.