# From spreadsheet to tool management: switching in five steps

> A tool list in a spreadsheet goes out of date quickly. Here is how to move the inventory into a tool management system without retyping everything.

## Where the spreadsheet falls short

Almost every workshop has one: a table of tools, numbers and test dates. At the start it is complete; a few months later it is not. Because the list

- does not know who has a tool right now,
- does not flag a test due date by itself,
- is not at hand in the workshop,
- soon exists in several versions.

That is not the spreadsheet's fault. It simply was not made for issuing tools at the trolley.

## Step 1: Tidy up the list

An hour of tidying before the move pays off:

- one row per tool, one row per set
- merge duplicate entries
- remove or mark retired tools
- make columns consistent: dates as dates, numbers without additions

If a tool does not have an inventory number yet, now is the right time to assign one.

## Step 2: Decide on columns

These columns have proven useful:

| Column | Example |
|---|---|
| Inventory number | WZ-0101 |
| Name | Camshaft locking tool |
| OEM number | T10172 |
| Supplier and part number | Sample Tools Ltd, 123-456 |
| Category | Special tools |
| Location | Workshop 1 › Cabinet A › Drawer 2 |
| Test interval in months | 12 |
| Last test | 2026-03-15 |

## Step 3: Import as CSV

Most tool management systems read CSV files, which spreadsheet programs can save directly (File › Save as › CSV). During import you map the columns once. The contents of sets can often be brought across at the same time.

## Step 4: Print labels and mark locations

After the import, every tool gets its label. The easiest way is cabinet by cabinet: print drawer by drawer, stick, done. At the same time, each cabinet gets its contents list.

## Step 5: Start small

Not everything has to be perfect on day one. Start with special tools and test equipment – that is where the benefit is greatest. Ordinary hand tools in the trolleys often do not need to be recorded individually at all.

## Bring your colleagues along

Tool management only works if everyone books. What helps:

- issuing in seconds – on their own phone instead of the office PC
- a ten-minute introduction
- a clear rule: if it is not booked, it is not issued
- quick wins: the first time the search shows in seconds who has the tool convinces more than any training

## The list stays – as an export

If you want to keep analysing in a spreadsheet, export the inventory at any time. The table becomes a report instead of the data source.

## Frequently asked questions

### Can I keep using my spreadsheet?

Yes. Save the list as a CSV file and import it; you map the columns once. There is no need to retype anything.

### Which columns should the list have?

One row per tool with a name and ideally an inventory number. OEM number, supplier, category, location and test interval are also useful.

### Where should the switch start?

With special tools and test equipment – that is where the benefit is greatest. Ordinary hand tools can follow later or be left out altogether.

## How Tulz handles it

Tulz takes over tools by CSV import – including the parts of sets –, prints labels on A4 sheets or on a label printer and exports the inventory as CSV or Excel.

Guides in the help centre: [Import tools by CSV](https://tulz.work/en/help/article/import-tools-by-csv) · [Print labels](https://tulz.work/en/help/article/print-labels) · [Download all data](https://tulz.work/en/help/article/download-all-data)

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Source: https://tulz.work/en/guides/replacing-the-tool-spreadsheet · As of 2026-10-05 · Tulz