From Excel to a Web-Based Stock and Order System: When and How

Signs it is time to switch

If several of these sound familiar, you have probably reached the limits of a spreadsheet:

• Answering "do we have this in stock?" takes minutes
• Several versions of the same file are in circulation and nobody knows which is current
• Sold items are not deducted from stock, leading to negative inventory
• The same details are typed again and again for invoices or delivery notes
• Several people cannot update the file at the same time

What a web-based system gives you

A web-based system runs in the browser, on a computer, tablet or phone, and several people can use it at once. Every sale is deducted from stock automatically, everyone sees the same up-to-date data, user roles control who can change what, and documents such as invoices, quotes and reports are generated as PDFs automatically.

Steps for a smooth transition

Switching is not a one-day job. Here is the approach we follow:

• Analysis: we review your current process and spreadsheets together to understand how you really work
• Data import: your existing product and customer lists are imported, so nothing has to be re-entered
• Parallel use: both systems run side by side for a short time and results are compared
• Training: the team learns the system, which is designed around the workflow you already know
• Support: we stay available for new needs and small changes after launch

Off-the-shelf or custom software?

Off-the-shelf stock programs start quickly but make you adapt to their workflow. If your process is standard, they may be enough. If you have specific needs (e.g. parts compatibility lists, custom pricing, marketplace integrations), a custom system pays off in the long run.