Why Clothing Inventory Spreadsheets Are a Thing of the Past

Using a clothing inventory spreadsheet is one way to manage your fashion samples—but it’s not the best way. If you’re struggling with lost samples, inconsistent data and inefficient processes, it’s time to take a look at the alternatives and discover a better solution. 

This post is here to help. In it, we’ll take a look at the common pitfalls of relying on an inventory tracking spreadsheet, share what to look for instead and offer some tips on transitioning away from spreadsheets and optimizing your sample management. With this knowledge, you can make your brand more competitive, more profitable and more sustainable. 

Let’s dive in.

5 Signs Your Current Inventory Tracking Spreadsheet System Isn’t Working

Despite advances in technology, many brands still rely on clothing inventory spreadsheets to keep track of their samples. After all, spreadsheets are a tried-and-tested tool that requires little upfront investment or technical knowledge to set up. And once the system is in place, changing it seems like an unnecessary headache. 

But despite the apparent advantages of spreadsheets, they also have some major downsides—and they could be costing you big dollars, harming the environment and even undermining your marketing efforts (more on that later). 

Here are some signs your current inventory management setup isn’t working:

1. Samples are regularly lost or misplaced. The manual nature of sample inventory spreadsheets leaves ample space for human error. And lost samples are a big deal: they lead to extra costs, wasted time, missed marketing opportunities and potential launch delays that can negatively impact sales. Financially, the average 5-15% sample loss brands face translates to a whopping $3.5 million in annual losses.
   
2. Your data is inconsistent. With multiple people updating the same spreadsheet, version control becomes an issue. Data can easily become inconsistent, with errors in manual entries or outdated information floating around. And you don’t want to be making decisions based on incomplete or incorrect data—such as double-booking a sample that’s already been reserved for another event or photoshoot.
   
3. You waste time reconciling information. Time is money, especially in the PR world. With spreadsheets, you might find that your team spends hours reconciling data, matching items to shipping dates or confirming quantities. Spreadsheets lack the automation needed to streamline these processes, making it all too easy to spend more time on administrative tasks than actual PR work.
   
4. You’re not gleaning insights into product popularity.  Effective sample tracking can provide valuable insights into which styles and pieces are most in demand. Spreadsheets lack this ability. Without deeper insights into where samples are going and who is requesting them, you miss out on opportunities to anticipate consumer demand. This increases the risk of overproduction and textile waste.
   
5. You don’t have visibility into upcoming reservations. Spreadsheets don't provide a clear way to manage reservations for upcoming events or campaigns. This lack of foresight can lead to last-minute scrambles to locate key items, missed opportunities, and stress for PR managers trying to align sample availability with media schedules.

Do any of these points resonate with you? If so, your clothing inventory spreadsheet system is in need of an upgrade. 

A Better Way to Manage Samples

If sample inventory spreadsheets aren’t the best solution, you’re probably wondering, what is? The answer is pretty straightforward: sample management software. 

For example, PINKO transformed their sample management system by leveraging Launchmetrics' RFID technology. This integration led to a 50% increase in processing speed and significantly minimized sample loss, illustrating the impactful changes that modern sample management software can provide.

These software tools are specifically designed to reduce errors and make processes more efficient along every step of the fashion supply chain—from production to marketing. 

For example, imagine if samples could be seamlessly checked in and out using barcodes or RFID tags so you know exactly where they are at all times. Much easier than manually logging the details in a spreadsheet, right?

Let’s take a look at some of the major advantages of sample management software:

• It allows you to track inventory in real-time, which minimizes errors and ensures all data is current.  
• Team members can make updates without conflicting versions or data inconsistencies, improving accountability and communication among the team.
• Samples get to the right place at the right time, leading to better PR coverage. 
• Powerful data analysis and reporting allow you to gain insights into how different samples are performing so you can maximize their ROI.
• You can monitor and update sample statuses instantly via a dedicated app for full visibility from anywhere.
• You can reserve key samples in advance for shoots, events or tradeshows, ensuring you never miss an opportunity.

That’s to name a few, and the flow-on effects of these benefits are significant. Not only do you avoid the back-and-forth phone calls and emails trying to track down samples, but you also have a wealth of insights at your fingertips that can help you increase your media coverage, boost sales and reduce waste to create a more sustainable brand. 

What to Look for in a Sample Management Software 

Choosing a sample management system comes down to evaluating the needs of your team and prioritizing the features that will have the most impact for your brand. Here are some key features to look for:

Real-Time Inventory Tracking

One of the most basic basic features you want is real-time inventory tracking. You want to be able to instantly monitor, track and update the status and location of each sample through a dedicated app, whether from your desktop or phone. This ensures that your inventory is always current, reducing the risk of lost or misplaced items.

RFID/Barcode Tagging

Another must-have feature is RFID or barcode tracking. If you’ve been using clothing inventory spreadsheets for years, you won’t believe the difference this technology makes—and trust us when we say that once you’ve used it, you’ll never go back! Having a tag on each sample makes the check-in and check-out process a breeze. For example, using RFID with Launchmetrics Sample Management Software, you can check 10 or more samples at once instead of individually scanning each piece.

Sample Reservations

To avoid last-minute stress, the software should provide an easy way to reserve key samples for upcoming events, shoots or tradeshows in advance. A visual calendar feature is particularly helpful for managing these requests.

Reporting

Another crucial feature to evaluate when choosing a solution is the reporting. Beyond tracking where samples are sent, you want to be able to see whether those activations led to media placements, the value they generated and how often each sample was featured. These insights will allow you to understand the success of your PR efforts, identify top-performing samples and make data-driven decisions to optimize future campaigns.

Integrations

Being able to connect your sample management software with other tools and systems is a major advantage. One example is connecting your sample software to a digital showroom, such as Launchmetrics Galleries. This allows press and influencers to directly request a sample through one system and have it automatically entered into the other, saving time and maximizing press opportunities. 

Ease of Use

Finally, you of course want to invest in sample management software that’s intuitive and easy to use, with visuals and graphs that allow you to see where things are at a glance. The more intuitive the platform, the less time you’ll need to spend training team members and tackling documentation.

How to Transition From an Inventory Tracking Spreadsheet to Sample Management Software

Switching from spreadsheets to sample management software might seem like a daunting task, but with the right approach, you can make it a smooth transition. Here’s what to do. 

1. Assess your current system. Start by analyzing your existing spreadsheet system. Identify the most commonly used data, pain points and requirements. Understanding your needs will help you determine what features are essential in the new software.
2. Choose the right software. Based on your assessment, select a sample management tool that addresses the inefficiencies of spreadsheets and meets your team's specific needs. Consider the features we discussed above.
3. Clean up your data. Before migrating, take the opportunity to clean up your current spreadsheet data. Remove duplicate entries, correct any errors, and ensure all information is up-to-date. Well-organized data will make the migration process more seamless.
4. Get things set up. Sample management tools like Launchmetrics Samples allow you to import your data directly from spreadsheets. Follow the setup instructions to migrate your data. Ensure that everything is accurately mapped, and validate the data post-import to ensure nothing is lost or misrepresented.
5. Train the team. Get all the team members trained up in how to use the new software. Make sure to incorporate the use of the new software into your daily workflows and make processes consistent.
6. Monitor and tweak. During the first few weeks, monitor how the new software is performing and address any issues that arise. Gathering feedback from team members can help refine how you use the software and ensure that it’s benefiting everyone involved.

Once your new software has been implemented, you’ll quickly start reaping the benefits.

Say Goodbye to Spreadsheets and Hello to Easy Sample Tracking

If you’re serious about improving your sample management processes, reducing waste, maximizing press opportunities and increasing the company’s bottom line (and why wouldn’t you be?) it’s time to say goodbye to spreadsheets and say hello to easy sample management with cutting-edge software tools. As we’ve explored above, inventory tracking spreadsheets can provide an accessible starting point for brands—but for those that really want to grow and compete in a crowded marketplace, a more complete solution is needed.

With sample management software, you can reduce sample loss and waste, lowering your environmental impact and cutting costs. You can boost coverage opportunities and gain valuable insights into consumer trends. And you can rest easily, knowing that your team have the time and energy to focus their efforts where they truly matter. As one of the most trusted in the industry, Launchmetrics sample tracking software is highly effective, reducing sample loss by 95% and enabling four times the sample requests to be fulfilled. If you want to see how it would work for you, go here to request a free demo.