Spreadsheet Data Entry
← All use cases

Affordable inventory management for small businesses

Track Items by Warehouse, Shelf, and Site

Spreadsheet Data Entry helps you enter data into spreadsheets quickly from your phone: create forms, fill in fields, scan QR codes and barcodes, add photos, and save records to Google Sheets or locally.

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Inventory Count with a Phone

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.

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 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 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.

Spreadsheet Data Entry vs Alternative Ways to Solve This

Alternative Limitations Why SDE is better
Separate logs for warehouses and shelves
Location data has to be merged manually, and transfers between locations are easy to lose
SDE lets you add a warehouse, shelf, or site to every record and collect everything in one spreadsheet without re-entering data; it uses list fields, fixed values, and consistent columns.
Direct entry in Excel or Google Sheets from a phone
On a small screen it is difficult to find the correct row and column, and formulas, previous records, or the spreadsheet structure can be changed accidentally
SDE separates data entry from spreadsheet editing: the user sees only the required fields, and values are placed automatically in the columns configured for the “Track Items by Warehouse, Shelf, and Site” use case.
Several separate Google Sheets files
Information is split across files, making it harder to calculate total stock and use consistent location filters
SDE collects all required values in one guided form and immediately creates a structured row for the “Track Items by Warehouse, Shelf, and Site” use case.
WMS with bin-location management
Requires location labeling, reference data, and implementation; it may be excessive for a few simple storage points
SDE can be launched without a full implementation: create a form, connect Google Sheets, and use only the fields required for the “Track Items by Warehouse, Shelf, and Site” use case.

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.

  1. Install SDE on your smartphone.
  2. Open the app.
  3. Sign in or create an account with Google.
  4. Open Settings.
  5. Connect the Google account you want to use with Google Sheets.
  6. 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.

  1. Create a Google Sheet.
  2. Add a worksheet for collecting data.
  3. Tap “Create form” in SDE.
  4. Enter the form name.
  5. Select Google Sheets as the storage destination.
  6. 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.

  1. Open the form field editor.
  2. Add the required fields, such as date, barcode, item name, quantity, and location.
  3. Select the appropriate data type for every field.
  4. Specify the destination column for each field: A, B, C, and so on.
  5. Mark required fields when needed.
  6. 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.

  1. Open the saved form.
  2. Complete the fields or scan a code.
  3. Tap “Submit”.
  4. Wait for the successful submission confirmation.
  5. 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 template: Stock by Location

Copy the ready-made spreadsheet to your Google Drive, connect it to an SDE form, and start collecting data from your phone. The template already includes the required columns, formulas (where needed), filters, and a sample row.

Open template

Result

KNOW WHERE EACH ITEM IS STORED

Add the storage location to every record and analyze stock by location.

  • filter data by warehouse, store, or shelf
  • reduce confusion between storage locations
  • check balances and transfers more easily

FAQ

How do I set up a list of storage locations?

Add a list field and enter warehouses, stores, shelves, or sites as selectable options.

Can I save geolocation?

Yes. Add a Geolocation field to save coordinates with the record.

What if new locations are added?

Update the list options or use a text field for free entry.

How do I track warehouse and shelf separately?

Create two fields and map them to different spreadsheet columns.

Can one location be fixed for a device?

Yes. Use a fixed value when the device always works at the same location.

Get started

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