Spreadsheet Data Entry
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Field teams

Track Materials Used on Field Jobs

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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More in this group

Field Reports from Employees in Google Sheets

When employees collect data outside the office, I want them to complete the same form and send records to a shared spreadsheet so that messages, notes, and reports do not have to be combined manually.

Service Work History by Site

When an employee repairs or services equipment at a site, I want to record the site, type of work, result, time, and coordinates so that a complete service history is available without paper forms or message threads.

Confirm Work Completion with a Checklist

When work at a site is completed, I want to mark completed items, the result, comment, time, and location from my phone so that the scope of work is confirmed without building a report from messages.

Situation

When a technician uses materials or spare parts at a site, I want to scan the item and enter the quantity from my phone so that actual usage is linked to the order, site, and employee.

Spreadsheet Data Entry vs Alternative Ways to Solve This

Alternative Limitations Why SDE is better
Paper material usage sheet
Part data reaches the office late, and usage is difficult to link to a specific order and employee
SDE lets you scan the material and enter the quantity and order number directly at the site without re-entering data; it uses a scanner, number fields, transaction lists, and an offline queue.
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 Materials Used on Field Jobs” use case.
Material usage messages in a messenger
Codes and quantities are entered in free form, so matching them with prices and orders is difficult
SDE collects all required values in one guided form and immediately creates a structured row for the “Track Materials Used on Field Jobs” use case.
Field Service inventory module or ERP
Supports write-offs by order but requires full inventory accounting and product catalog configuration
SDE can be launched without a full implementation: create a form, connect Google Sheets, and use only the fields required for the “Track Materials Used on Field Jobs” 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: Material Usage

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

MATERIAL USAGE IS LINKED TO THE JOB

Record the used item directly at the site.

  • see actual usage by order
  • less data is lost between the site and office
  • job cost can be calculated from transactions

FAQ

Which fields are needed for material usage?

Order, site, material, quantity, employee, date, geolocation, and comment.

How do I select a material quickly?

Use a QR / barcode scanner or a material list.

Can unused materials be returned?

Yes. Add a Usage or Return transaction type.

How do I link the record to a specific job?

Add a required Order number field or scan the job code.

How do I calculate job cost?

Connect quantity to the material price and calculate the total in Google Sheets.

Get started

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