Inventory Count with a Phone in Google Sheets

More in this group

Receive Stock with a Phone in Google Sheets

When a new shipment arrives, I want to scan items and enter the quantity, batch, and receiving employee on my phone so that receiving data appears in the spreadsheet immediately.

Pick and Pack Orders with a Phone

When an order is picked and packed, I want to record the item, box, quantity, and packer on my phone so that the packing history for every order is preserved.

Track Item Usage and Write-Offs with a Phone

When an item is sold, issued, or written off, I want to scan it and enter the quantity and transaction type on my phone so that stock movement is recorded in the spreadsheet immediately.

Monitor Minimum Stock Levels and Reorder

When stock levels fall, I want to collect receipt, usage, and count data from my phone so that the spreadsheet shows items below the minimum level that need to be reordered.

Track Items by Warehouse, Shelf, and Site

When items are stored in different places, I want to record the quantity and location with every entry so that I can see stock by warehouse, store, shelf, or site.

Track Batches, Expiry Dates, and Purchase Prices

When items arrive in batches, I want to record the batch number, quantity, price, and expiry date on my phone so that I can control batches and calculate cost in a spreadsheet.

Track Models, Sizes, Colors, and Configurations

When an item has multiple variants, I want to record the SKU, model, size, color, and configuration separately so that stock and sales of similar items are not mixed together.

Daily Stock Count by Storage Area

When stock must be checked by storage area every day, I want to enter balances quickly from my phone so that the manager can see current values by date and location.

Situation

When I need to count items at a storage or retail location, I want to scan codes and enter quantities on my phone so that I can see actual stock levels and discrepancies in a spreadsheet.

Spreadsheet Data Entry vs Alternative Ways to Solve This

Alternative	Limitations	Why SDE is better
Manual entry in Excel or Google Sheets	Fast entry from a phone is inconvenient and the risk of mistakes is higher	The form is designed for mobile entry: scan a code and send the record directly to the spreadsheet
Google Forms + Google Sheets	Suitable for simple data collection but not always convenient for frequent repetitive entry	SDE is faster for repeated records: a focused form, number fields, barcode scanning, and automatic submission
Barcode scanning app	It scans the code but does not always provide inventory logic or a structured spreadsheet record	SDE combines scanning, quantity entry, and saving the result to the spreadsheet
Dedicated inventory system	May be excessive in features, setup effort, and cost	SDE is simpler for small tasks: create a form, connect a spreadsheet, and start entering data
Paper list	Data must be transferred manually, and records are easy to lose or enter incorrectly	Data is stored digitally immediately and can be sent directly to the spreadsheet

How to Set Up SDE with Google Sheets

1

Install the app and sign in with Google

Download SDE, sign in with Google, and grant access to your Google account so the app can work with your Google Sheets.

Install SDE on your smartphone.
Open the app.
Sign in or create an account with Google.
Open Settings.
Connect the Google account you want to use with Google Sheets.
Confirm access.

The app is ready to work with Google Sheets.

2

Create a spreadsheet and connect a form

Prepare a Google Sheet and create a new SDE form that will send data to the required worksheet.

Create a Google Sheet.
Add a worksheet for collecting data.
Tap “Create form” in SDE.
Enter the form name.
Select Google Sheets as the storage destination.
Choose the required spreadsheet and worksheet with the assistant, or paste the link manually.

The form is connected to Google Sheets and ready for field configuration.

3

Add form fields and map them to spreadsheet columns

Configure the fields users will complete on their phones and specify which Google Sheets column should store each value.

Open the form field editor.
Add the required fields, such as date, barcode, item name, quantity, and location.
Select the appropriate data type for every field.
Specify the destination column for each field: A, B, C, and so on.
Mark required fields when needed.
Save the form.

The form is fully configured and ready for data entry.

4

Open the form and send data to the spreadsheet

Open the completed form, fill it in on your phone, and send the first record. The data will appear in Google Sheets immediately.

Open the saved form.
Complete the fields or scan a code.
Tap “Submit”.
Wait for the successful submission confirmation.
Open Google Sheets and check the new data row.

The data was submitted successfully and appeared in the spreadsheet.

Template

Ready-to-use Google Sheets inventory template

Copy the ready-made spreadsheet to your Google Drive, connect it to an SDE form, and start entering stock count results from your phone. The template already includes the required columns, formulas, filters, and a sample row.

Open template

Result

GET ACCURATE STOCK DATA FASTER

Count items from your phone and collect the results in one Google Sheet immediately.

Less manual entry — scan barcodes with the camera and enter quantities in a prepared field.
Data is ready for analysis — every record appears in the spreadsheet without re-entering it.
Discrepancies are calculated automatically — actual quantities are compared with recorded stock, and shortages and overages are highlighted.

FAQ

Which fields are needed for an inventory count?

The main fields are date and time, barcode or QR code, item name, actual quantity, and location. You can also add recorded quantity, a comment, and a photo.

How do I map form fields to Google Sheets?

Assign a spreadsheet column to each field: A, B, C, and so on. For example, map the barcode to column B and the actual quantity to column E.

Can I scan barcodes with the phone camera?

Yes. Add a “QR / barcode scanner” field to the form. After scanning, the code appears in the field automatically and is sent to the spreadsheet.

How do I calculate a shortage or overage?

Add the columns “Actual quantity,” “Recorded quantity,” and “Discrepancy.” Calculate the discrepancy with the formula: actual quantity minus recorded quantity.

Can I track multiple warehouses or locations?

Yes. Add a “Location” list field and enter the available storage locations in advance. The user can select the correct location for every submission.

What happens if there is no internet connection during the count?

The record is saved in the queue and sent to Google Sheets automatically when the connection is restored.

Inventory Count with a Phone