Managing equipment in Excel: when the list is enough and when software is better
Most businesses start with an Excel spreadsheet: inventory number, device, location, perhaps the next inspection date. As long as the inventory is small and one person maintains the list, that works well. It gets difficult when devices move between construction sites, several people make entries and inspection deadlines are added. Here you can read what a good Excel list contains, where it falls short in everyday work and how to transfer your data to equipment management software.
What a usable equipment list in Excel looks like
One row per item, and at least these columns:
- inventory number
- name, manufacturer, type and serial number
- category, e.g. power tool, ladder or vehicle
- location or construction site
- responsible employee
- purchase date and end of warranty
- last inspection, next inspection and inspector
- condition and notes
When Excel is enough
A small business with a manageable inventory, one responsible person in the office and few items that require inspection often gets by with a well-kept list. Excel is usually already installed, everyone can use it, and with conditional formatting due inspection dates turn red.
Where the Excel list falls short in everyday work
Who has the hammer drill right now?
The list only knows what someone has entered. If a fitter hands a device to a colleague on site, hardly anyone changes the file right away. Then people phone around and search, and some devices are bought a second time because the first one cannot be found.
Inspection dates without reminders
Excel does not send reminders by itself. That takes macros or add-on services such as Power Automate. Without them someone has to check the list regularly, and in busy weeks that is the first thing to slip. Which intervals apply to power tools, ladders or vehicles in Germany is covered in our article on DGUV inspection duties for work equipment.
Proof on the construction site
Under German law, if equipment that requires inspection is used at changing locations, proof of the last inspection must be available at the place of use (§ 14 (7) BetrSichV). The Excel file on the office computer is of little help to the site foreman.
Versions and access rights
With Microsoft 365 several people can work in the same file at the same time. Still, in many businesses copies circulate by e-mail. Who changed which row is hard to trace, and whoever may open the file can usually change everything in it.
No history
The list shows the current state. Who had the device before, which defects it had and how often it was in for repair is lost when the cell is overwritten. You need this history if you want to extend inspection intervals based on the defect rate.
Excel and equipment management software compared
| Excel list | Equipment management software | |
|---|---|---|
| Cost | usually included in the Office package | monthly licence |
| Finding a device | as current as the last entry | check-out and hand-over via app |
| Labelling | inventory number by hand | barcode or QR label to scan |
| Inspection dates | manual check or macro | automatic reminder |
| Inspection reports, manuals | in separate folders | directly with the item |
| History | overwritten | saved |
| Access rights | per file | per user and role |
From Excel to software in five steps
- Clean up the list. Delete duplicate entries and retired devices, give each item a unique inventory number.
- Define categories. Consistent categories and types make filtering and inspection planning easier later on.
- Add inspection intervals. Enter the inspection type and interval from your risk assessment for each category.
- Import the data. Craftcloud takes over your Excel or CSV list, and our team helps with the import.
- Label the devices. Attach barcode or QR labels so that your employees can check devices out and hand them over via the app.
Managing equipment with Craftcloud
In Craftcloud’s Resource management you see where a device is right now, who has it and when the next inspection is due. You plan inspections and maintenance in the Inspection & maintenance module, hand tools and power tools in Tools management, consumables in Articles & Stock. The licence depends on the number of users and items and can be cancelled monthly.
General reasons against Excel as an administration tool, from data security to reporting, can be found in the article 7 reasons why Excel has had its day as an IT tool. More guides are collected under Digitization in the trades.
Request a free demo: in 30 minutes we show you how resource management works.
