Asset Tracking Software vs Spreadsheets: When to Switch
A spreadsheet is a fair way to start a register. The trouble begins when several people hand equipment out, auditors ask who held what, or book value has to match the ledger. That is the point where a purpose-built register pays for itself.
At a glance
Side-by-side summary on six criteria teams usually evaluate first. Pricing and packaging change over time — verify current plans on each vendor site before you buy.
| Criterion | Biznsbook | Spreadsheets |
|---|---|---|
| Best when | Many assets, many hands, audits | A few dozen items, one owner |
| Custody history | Every check-out and check-in kept with condition | Overwritten cell or extra columns |
| Labels and lookup | QR labels; scan or type to open an asset | Search the sheet by hand |
| Audits | Scan against the register; variance report | Manual tick-off on a printout |
| Maintenance and warranty | Plans, reminders, cost and downtime per asset | Calendar reminders kept separately |
| Depreciation | Monthly runs posted to Finance (with Finance Management) | Formulas maintained by hand |
Where a spreadsheet works
A single sheet with a tag, a name and an owner is enough for a small team that owns a handful of devices and never lends them out.
It costs nothing, everyone understands it, and you can start today. Do not buy software to solve a problem you do not have yet.
The limits appear as soon as the sheet has more than one editor or a second purpose.
Where spreadsheets break down
Nobody can tell who edited a cell or when, so the history of who held an asset disappears each time the owner column changes.
Serial numbers and tags are not checked for duplicates, locations drift, and an employee who leaves takes a laptop nobody remembers issuing.
Depreciation in a separate workbook rarely matches the ledger, and every audit starts with rebuilding the list.
What a purpose-built register adds
Biznsbook gives every asset an auto-numbered tag and a QR label, keeps every custody period with its condition out and in, and lets employees confirm what they hold in Self Service.
Physical audits compare a scan with the register and report what is found, elsewhere or missing. Maintenance plans and warranty reminders run from the same record.
With Accounting and Finance Management, assets received on a goods receipt become Finance fixed assets and depreciate monthly without a second journal.
Moving from a spreadsheet
Download the import template, paste one row per asset, and upload it. Every row is checked and problems are listed by row number before anything is saved.
Keep the tags already stuck on your equipment by typing them into the import, then set the next tag number above them.
See the guide on importing existing assets for the full steps.
Pricing honesty
Fixed Assets Tracking is a flat $5 per month add-on on top of an ERP plan; Biznsbook publishes Starter $19, Pro $39, and Business $89. Confirm competitor pricing on the vendor site — CONFIRM BEFORE PUBLISH.
A spreadsheet has no licence fee, but time spent reconciling it and chasing lost equipment is a real cost.
This page does not invent competitor list prices.
Fit summary
Stay on a spreadsheet while the register is small, single-owner and never audited.
Move to Biznsbook when custody, audits, maintenance or depreciation matter, or when you already run purchasing, HR or accounting in the ERP.
Who should choose each
Choose Biznsbook if…
- Teams that lend equipment to several people
- Businesses that get audited or insured against lost assets
- Companies that want depreciation to match the ledger
- Organizations that already use Biznsbook purchasing, HR or accounting
- Anyone maintaining equipment on a schedule
Choose Spreadsheets if…
- Very small teams with a few dozen items
- A single owner who updates the list
- Businesses that never lend equipment out
- Teams not yet ready to adopt any software
- Short-lived projects that will not need history
Biznsbook capabilities referenced in this comparison
- One asset register with auto-numbered tags and QR labels
- Check-out and check-in with custody history for employees without a login
- Receive assets through a goods receipt or import an Excel register
- Preventive maintenance plans, warranty reminders and documents per asset
- Physical audits by scan with a variance report
- With Finance Management: monthly depreciation, net book value and disposal gain or loss
- Seven asset reports that export to Excel
- Flat $5 per month add-on module
See all modules, current pricing, and topic guides for workflow detail.
Frequently asked questions
Is a spreadsheet enough for asset tracking?
For a few dozen items with one owner, yes. Once several people hand equipment out or you need audits, custody history and depreciation, dedicated software saves time and reduces loss.
Can I import my spreadsheet into Biznsbook?
Yes. Use the Excel import template, fill one row per asset and upload it. Rows are checked and problems listed by row number before anything is saved.
Does asset tracking software replace my depreciation workbook?
With Accounting and Finance Management, yes: monthly depreciation runs are previewed and posted as one journal, and net book value shows on each asset.
How much does Biznsbook asset tracking cost?
Fixed Assets Tracking is a flat $5 per month add-on on top of an ERP plan, as shown on the pricing page.
Compare with your own data
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