Asset Management in Excel vs Specialized Software

Excel or Specialized Software for Asset Management?

Many organizations start managing assets in Excel. It's understandable - Excel is available, familiar, and seems sufficient at first glance. However, as the volume of assets grows, problems arise that can cost the company time and money. In this article, we'll compare both approaches in detail and help you decide when it's time for a change.

Why Companies Switch from Excel

73% of companies start with asset management in Excel
Average error rate in manual tracking is 5-10%
Inventory with QR codes is up to 10x faster than manual

Asset Management in Excel

Excel is a universal tool that has its uses. Let's look at its advantages and disadvantages for asset management:

Excel Advantages

✓Most companies already own it (part of MS Office)
✓Users know it and can work with it
✓Flexibility - you can create your own structure

Excel Disadvantages

✗No automatic depreciation calculations
✗No QR code support for inventory
✗Cannot track change history
✗Difficult multi-user collaboration
✗High risk of errors and overwrites

Typical Problems with Excel-Based Tracking

As the number of items grows, problems appear in Excel that complicate work:

"Which version is current?"

The file circulates among colleagues via email. Everyone has their own version and changes get lost when merging. Nobody knows which version is correct.

"Who changed this?"

Someone overwrote the data, but you don't know who or when. Excel doesn't save change history for individual cells. During audits, you can't explain the differences.

"Another depreciation error"

Manual depreciation calculations are prone to errors. One typo in a cell and the entire accounting is wrong. Verification takes hours.

"Inventory takes forever"

You walk around with a printed list and manually check off items. Then you type everything back into the computer. Time-consuming and error-prone.

Specialized Asset Management Software

Specialized software solves all these problems and brings features you won't find in Excel:

QR Codes and Mobile Scanning

Scan a QR code with your phone and instantly see asset details. Inventory is a matter of minutes, not days.

Automatic Depreciation

The system calculates tax and accounting depreciation automatically. Always correct, without human errors.

Complete Change History

Every change is recorded - who, when, what changed. During audits, you have a complete overview.

Alerts and Reminders

The system alerts you to upcoming inspections, expiring warranties, or required maintenance.

Access from Anywhere

Cloud solution allows access from computer or mobile. Data is always current for all users.

User Permissions

Define who can see and edit what. Sensitive data protection is ensured.

Clear Feature Comparison

Feature	Excel	Asset Manager
QR codes for inventory	✗	✓
Automatic depreciation	✗	✓
Change history	✗	✓
Inspection alerts	✗	✓
Multiple simultaneous users	~	✓
Mobile access	✗	✓
Asset photo documentation	✗	✓
Export to accounting	~	✓

When Excel Is Enough

Excel may be sufficient in these cases:

You have fewer than 50 asset items
One person manages the records
You don't need to track depreciation or change history

When It's Time to Switch to Software

Consider switching to specialized software if:

You have more than 100 asset items
Multiple people work on the records
You need to track depreciation and residual values
You conduct regular inventories
You need documentation for audits or inspections

How to Switch from Excel to Software

Switching from Excel to specialized software is easier than you think:

1. Prepare Data in Excel

Check and clean existing data. Remove duplicates and fill in missing information.

2. Import Data into the System

Asset Manager supports direct import from Excel. Map the columns and the data transfers over.

3. Print QR Labels

Generate and apply QR codes to assets. You can start gradually - most important items first.

4. Train Users

The system is intuitive, you'll learn the basics in an hour. We offer training for more complex features.

Real-World Example: Manufacturing Company

"We tracked assets in Excel for 5 years. With 800 items it was unmanageable - inventory took 2 weeks and we always found discrepancies. After switching to Asset Manager, we complete inventory in 2 days and everything is in order."

- Asset Management Lead, manufacturing company, 150 employees

Frequently Asked Questions

Can I transfer data from Excel to software?

Yes, Asset Manager supports direct import from Excel. We'll be happy to help with data transfer during implementation - usually everything is done within a few hours.

How much does specialized software cost?

Asset Manager starts from 200 CZK monthly. That's a fraction of the time you'll save during inventory. Plus you can try it for free.

Is the transition complicated?

No, modern software is designed for easy use. You'll learn the basics in a few hours and feel the time savings at your first inventory.

Conclusion

Excel can be a good start for small organizations, but with a growing number of assets it becomes insufficient. Specialized asset management software saves time, reduces errors, and provides features you won't find in Excel. The sooner you switch, the less work you'll have with data migration.

Switch from Excel to a Professional Solution

Try Asset Manager for free and see how much easier asset management can be.

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