How do you track uniforms and equipment without Excel?
By Andrija Drabić · Published
Without Excel, you track them in one app where every stock change goes through the same audited record, instead of in sheets that drift apart. A security company did exactly that: two Excel sheets became one source of truth for stock and holdings, with a signed handover form for every issue.
Two sheets that never agreed
The company tracked uniforms and equipment in Excel: one sheet for stock by size, another for who had signed out what. Numbers drifted, sizes were free text, and nobody could produce a clean handover document.
What replaced the sheets
A web portal for the stockroom and the holdings:
- a stock matrix by article and size, for 47 catalog articles across 18 sizes
- goods receipts, issues and returns to workers, and a card per worker
- signed handover PDFs and Excel exports
- low-stock alerts
- admin and staff roles
Why the numbers no longer drift
Every stock change goes through one locked, audited transaction. Documents are numbered without gaps, and a wrong one is cancelled by reversal, never deleted; all four document types work that way. Every document records who entered it.
Worker data
The portal is hosted in the EU, and worker data is treated as sensitive.
Who this fits
- You issue equipment, tools or clothing to staff and need to know who has what.
- Stock lives in one sheet and holdings in another.
- Handovers need a signed document.