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Smartsheet for Inventory Tracking

Evgeniya Ioffe - February 7th 2024 - 6 minutes read

In the bustling landscape of modern business, the art of maintaining an efficient and accurate inventory can often feel like navigating through a labyrinth. Enter Smartsheet, a tool typically celebrated for its project management prowess, now emerging as a revolutionary force in inventory management. This article takes you through a journey from understanding the basics of inventory management with Smartsheet, overcoming traditional hurdles, to exploring advanced strategies and maximizing operational efficiency. Prepare to delve into how Smartsheet's adaptability, real-time functionalities, and integration capabilities can transform your inventory tracking into a streamlined, precise, and strategic asset. Whether you're new to inventory management or seeking to elevate your current system, this exploration offers valuable insights and practical tips that promise to revolutionize your approach.

Understanding the Basics of Inventory Management Through Smartsheet

Inventory management is a critical aspect of running a business that deals with physical goods. It involves tracking the quantities of products in stock, identifying when items need to be reordered, and managing the location and movement of inventory to meet customer demand efficiently. Accurate inventory tracking ensures businesses can minimize costs associated with overstocking or stockouts, maintain healthy cash flow, and deliver a positive customer experience. In essence, it's about having the right products, in the right quantity, at the right time.

Smartsheet, while primarily a project management tool, offers functionalities that smartly extend into the realm of inventory management. Its spreadsheet-based interface is reminiscent of Excel but enhanced with more robust project management features. This environment is conducive for businesses to maintain an organized inventory list, monitor stock levels, and even identify reorder points without requiring the advanced complexity of dedicated inventory management platforms. It’s particularly effective for small businesses or those just beginning to systematize their inventory processes. Smartsheet’s inventory templates serve as a practical starting point, allowing teams to track stock levels comprehensively.

Moreover, Smartsheet’s flexibility in viewing data through various lenses — be it Gantt charts for time-tracking, Kanban boards for workflow visualization, or simple grid views for straightforward list management — ensures that businesses can adapt the tool to their specific inventory tracking needs. Coupled with its collaborative features, Smartsheet enables seamless communication among team members, reduces the likelihood of errors, and promotes an organized approach to inventory management. While it might not offer the full spectrum of features found in specialized inventory systems, its strength lies in task management and data organization, making it a viable option for companies looking to keep their inventory processes streamlined and efficient.

Maintaining up-to-date records is a fundamental challenge in inventory management, especially for businesses grappling with large volumes of items. Here, Smartsheet's capability for real-time updates becomes invaluable. This feature ensures that when an item is checked out or restocked, the inventory records are immediately updated, reflecting the current stock levels without delay. Furthermore, by employing customizable templates, businesses can design their inventory tracking system in a way that best suits their specific needs, thus improving the accuracy of their inventory tracking efforts.

Handling a vast array of items and ensuring each is accurately tracked is another daunting task for many businesses. Smartsheet addresses this challenge through its automated alert system. By setting up notifications for when stock levels fall below a predefined threshold, businesses can preemptively reorder stock, thus avoiding stockouts. Moreover, this automation extends to tracking expiration dates on perishable goods, helping businesses minimize losses due to expired stock. These features combined not only streamline the inventory management process but also significantly reduce the manual effort required in monitoring stock levels.

Lastly, ensuring accuracy in tracking is critical for operational efficiency and customer satisfaction. The versatile viewing options in Smartsheet, including Gantt charts, Kanban cards, and calendar views, offer businesses an enhanced perspective on their inventory. This versatility facilitates a comprehensive understanding of product lifecycles, enabling better forecasting, planning, and allocation of resources. By leveraging Smartsheet's functionalities to their full potential, businesses can overcome common inventory management challenges, thereby optimizing their inventory processes and enhancing overall efficiency.

Advanced Inventory Management Strategies with Smartsheet

In the dynamic world of inventory management, sophisticated strategies like Just in Time (JIT) and Materials Requirement Planning (MRP) play pivotal roles for businesses aiming to streamline their operations. Smartsheet, with its robust task management and data tracking capabilities, serves as an unexpected ally in implementing these advanced approaches. By leveraging Smartsheet’s customizable templates and integrating functionalities with external applications, companies can set up a responsive system that not only tracks stock levels accurately but also aligns with the JIT principle of minimizing excess inventory, thus reducing waste. This adaptability allows teams to react swiftly to changing demands without the burden of overstocking, matching the core objective of JIT methodology.

Furthermore, Smartsheet’s forecasting and reporting tools become invaluable for businesses employing the MRP approach. With its detailed record-keeping features, Smartsheet enables companies to make informed predictions based on sales forecasts, thereby facilitating precise ordering of inventory to meet expected demand. This capacity for intricate planning reduces the risk associated with over-inventory, a common pitfall of MRP, and helps in achieving a balanced inventory that aligns with market requirements. The platform’s ability to integrate with various external apps ensures that all data, from demand forecasts to supplier timelines, is centralized, offering businesses a comprehensive view of their inventory needs and movements.

By customizing Smartsheet to fit these advanced inventory management strategies, businesses can create a highly efficient and responsive inventory system. The platform’s versatile data presentation options, from Gantt charts to Kanban boards, provide teams with clear insights into inventory lifecycles, enhancing decision-making processes. The implementation of JIT and MRP methodologies through Smartsheet not only minimizes waste and financial losses but also empowers teams to maintain optimal stock levels, ensuring that businesses can meet customer demands promptly and efficiently.

Maximizing Efficiency and Accuracy in Inventory Tracking With Smartsheet

To maximize efficiency and accuracy in inventory tracking with Smartsheet, start by setting up dedicated sheets for inventory purposes. This involves creating custom columns that reflect your inventory's specifics, such as item names, descriptions, quantity in stock, reorder levels, and supplier information. Leveraging Smartsheet's template inventory can be a starting point, but customizing these templates to fit the unique aspects of your business is crucial. This customization helps ensure that the sheet accurately captures all relevant data needed for effective inventory management.

Integrating forms into your inventory sheets can significantly streamline the process of updating your inventory. With forms, you can easily allow team members to add new items or update existing ones without directly accessing the main inventory sheet. This method not only minimizes errors by restricting access to the inventory sheet but also ensures that updates are entered in a structured and consistent format. Additionally, utilizing Smartsheet’s automatic update features can help keep your inventory levels current, reflecting real-time changes as they happen.

Lastly, employing conditional formatting and setting up alerts within your Smartsheet can enhance proactive inventory management. By defining rules for conditional formatting, items that are running low or approaching their reorder levels can be automatically highlighted, making it easier for team members to identify and act upon these items quickly. Setting up alerts for when items hit certain thresholds ensures that the responsible parties are notified in real time, allowing for timely reordering and thus minimizing the risk of stockouts. This proactive approach to inventory management not only promotes efficiency but also significantly improves accuracy by ensuring that decisions are based on the most current data available.


This article explores how Smartsheet, a project management tool, can be used for efficient and effective inventory tracking. It discusses the basics of inventory management using Smartsheet, including its flexibility and collaborative features. The article also highlights how Smartsheet can navigate the challenges of inventory tracking, such as maintaining up-to-date records and accurately tracking a large array of items. Additionally, it delves into advanced inventory management strategies, including Just in Time (JIT) and Materials Requirements Planning (MRP), and how Smartsheet can be customized to support these approaches. The key takeaway is that by leveraging Smartsheet's adaptability, real-time updates, and integration capabilities, businesses can streamline their inventory tracking processes, maximize operational efficiency, and meet customer demands more effectively.