10 Reasons to Replace Excel with Specialized Software
Why Stop Managing Assets in Excel?
Many companies, schools, or non-profit organizations start their asset records simply in Excel. It's a familiar tool, zero cost at first, and everyone kind of knows how to use it. But as the number of items grows, problems with clarity, updating, or data security begin to emerge. In this article, we'll present 10 specific reasons why it pays to switch to specialized software.
Looking for a more detailed comparison? Read our article Excel vs Specialized Software - Complete Comparison
What Problems Do You Face in Excel?
Excel is great for simple spreadsheets, but when managing larger volumes of assets, you run into several fundamental limitations:
The "final_final2.xlsx" Problem
The file circulates among colleagues via email. Everyone has their own version and nobody knows which one is correct.
Data Loss Without Backup
One wrong click and the entire file is gone. Excel has no automatic backups or change history.
Manual Work and Errors
You calculate depreciation manually, copy data between sheets. Every typo can cost hours of corrections.
No Automation
Excel won't alert you about expiring warranties or required inspections. You have to track everything yourself.
10 Reasons to Switch to Specialized Software
Modern asset management software solves all Excel limitations and brings features that will actually save you time and money:
1.Time Savings Through Automation
Specialized software allows you to quickly search for a specific item, generate inventory reports with one click and automatically update records. No need to waste time manually copying and checking spreadsheets.
2.Fewer Errors Through Data Centralization
All data is stored in one secure location, so there's no risk of duplicate files or overwriting incorrect data. When working in Excel, versions often get created where something is easily overlooked or lost.
3.Fast Inventory with QR Codes
With mobile QR code scanning, you can manage inventory much faster and with fewer errors. Simply scan the code assigned to a specific item and the system automatically records the status.
4.Instant Overview of Asset Status
When you need to check the value or count of a certain asset category, you do it in seconds. You always have up-to-date data online without creating complicated pivot tables.
5.Automatic Deadline Alerts
The software tracks warranty, inspection, or calibration deadlines. It alerts you by email in advance, so you don't miss expired warranties or delayed service.
6.Secure Cloud Backup
Unlike an Excel file that anyone can accidentally delete, a cloud solution is protected by passwords, encryption and regular backups. In case of problems, data is restored without loss.
7.Photos and Documents in One Place
You can upload invoices, contracts, manuals, or photographs to assets. Everything is clearly organized with specific items without searching through papers.
8.Reports with One Click
Whether for management, audit, or accounting, you can create clear reports on asset status and movements with a single click. Save days of work.
9.User Access Permissions
IT administrator, economist, accountant, or management - each can have a different access level. They only see the data they need and can't accidentally modify records they shouldn't touch.
10.Ready for Growth
Whether you're managing tens or thousands of items, modern software is ready for it. Excel quickly becomes cluttered when the amount of data increases significantly.
What You Get by Switching to Asset Manager
Conclusion
If Excel is starting to become a hindrance to asset management in your organization, it's time to consider switching to specialized software. This investment usually pays for itself quickly in saved time, more accurate data, and less risk of data loss. Try Asset Manager and see how it can help simplify and automate everything from inventory to report generation.
Stop Struggling with Excel
Try Asset Manager for free and discover how much easier asset management can be.
Request a DemoContact us
Would you like to learn more about the Asset Manager app? Contact us and we'll be happy to provide you with all the information you need.
Asset manager
Take a step towards worry-free asset accounting and management with the Asset Manager app. Get started today!
Main functionalities
Industries
Price list
Copyright © 2025 Powered by LarvaSystems