Spreadsheets are great. Until they're not.
I built a custom inventory system for Hollow Bamboo Film Productions after their spreadsheet-based tracking fell apart. Hundreds of equipment items across 6 locations. Constant texting asking "where's the RED camera?" Paper lists that were always outdated.
Here's what I learned building the replacement.
When Spreadsheets Break
Spreadsheets fail when:
- Multiple people update simultaneously. Conflicting versions, overwritten data.
- Items move frequently. By the time you update the spreadsheet, the item moved again.
- You need real-time visibility. Spreadsheets are static. Reality isn't.
- You need mobile access. Editing a spreadsheet on your phone is painful.
- History matters. Who checked out what? When did it come back? Spreadsheets don't track this well.
Hollow Bamboo hit all five. They needed something purpose-built.
What We Built
QR codes on every item. Scan with your phone to check in/out. No typing, no searching, no errors.
Mobile-first interface. Crew members on set don't have laptops. Everything works from a phone.
Real-time location tracking. See where every item is right now, not where it was when someone last updated a spreadsheet.
Complete history. Full audit trail of every movement. Who, what, when, where.
Multi-location support. Six warehouses/locations, one system.
The Technical Approach
Database: Airtable for the backend. Easy to modify, good API, non-technical team can manage it.
Mobile interface: Stacker for the mobile app. Connects to Airtable, provides native mobile experience.
QR codes: Generated unique codes for each item. Printed labels that crew can scan.
Notifications: Automated alerts when items are overdue or missing.
The Results
- 20+ hours weekly saved - No more texting to find equipment
- Complete visibility - Know where everything is instantly
- Paid for itself in the first month
Client review: "Extremely attentive and responsive. Gave us an accurate timeline and met it. Highly recommend."
When Custom Makes Sense
Not every inventory problem needs custom software. Use off-the-shelf tools when:
- Your process is standard
- Volume is low
- You can adapt to the tool's workflow
Build custom when:
- Your workflow is unique
- Off-the-shelf tools don't fit
- Scale or complexity justifies the investment
- You need specific features that don't exist
If spreadsheets are failing you and off-the-shelf tools don't fit, book a call. We'll figure out what makes sense for your situation.
Check out my custom software services to see what I build.