Switch from spreadsheets once stock counts regularly don't match the shelf, only one person can safely edit the file, or you've oversold stock more than once. Options range from importing spreadsheets into inventory software to a phased custom build.
A spreadsheet file lives with one person because two people editing it at once overwrite each other's changes. Orders come in faster than the sheet updates, so stock gets sold twice and refunds follow. Reconciling the sheet to the shelf means a full stocktake shutdown because day-to-day accuracy has drifted.
3 ways to fix it
- Off-the-shelf inventory software (Cin7, Unleashed, DEAR) — from A$200/month, live stock levels and multi-user editing from week one.
- Barcode scanning as an interim step — A$400-$800 per scanner, cuts re-keying errors before a full system change.
- Custom inventory system — from A$15,000, imports existing spreadsheet data, adds an audit trail and location tracking.
| Option | Cost | Setup Time | Best For |
|---|---|---|---|
| Off-the-shelf software | A$200+/mo | Days | Standard workflows, quick start |
| Barcode scanning add-on | A$400-$800/scanner | 1-2 weeks | Interim fix, small teams |
| Custom inventory system | A$15,000+ | 4-8 weeks | Unique workflow, long-term fit |
PowerSupporter builds inventory and warehouse systems for small and mid-sized Australian warehouses making exactly this move. Have a chat with us, or read our guide on how to choose a warehouse management system.
Frequently Asked Questions
How do I know my warehouse has outgrown spreadsheets?
Common signs: stock counts don't match the shelf, only one person can edit the file safely, and you've oversold stock because the sheet doesn't update in real time.
Can I keep my existing spreadsheet data when switching?
Yes. Inventory software and custom systems can both import current spreadsheets as a starting point.
PowerSupporter Editorial Team
Based in Melbourne, PowerSupporter builds custom warehouse management and inventory systems for small and mid-sized Australian warehouses — from barcode stocktake to full WMS and 3PL software.