How to move your lab's chemical inventory off spreadsheets
6 min read · Updated 3 June 2026
Almost every lab starts with a chemical spreadsheet, and almost every lab outgrows it. The sheet drifts out of date, lives on one person's drive, and nobody fully trusts it. Here's a pragmatic way to move to a single searchable inventory your whole team can rely on — keeping the work you've already done.
1. Start from what you already have
You don't need to retype anything. Export your existing spreadsheet to CSV or Excel — even a messy one. The goal of the first pass is simply to get your real data in, not to make it perfect.
A good importer expects messy headers. LevelSixLabs's bulk import recognises 100+ common column names ("CAS", "CAS No.", "cas_number" all map to the same field) and cleans values like dates, physical states and hazard codes as it goes. You review the mapping on screen before anything saves.
2. Fill the gaps automatically, not by hand
Spreadsheets are usually thin on hazard data because adding it by hand is tedious. Two features remove that work:
- PubChem lookup — search by name or CAS and pull formula, molecular weight, GHS pictograms, hazard and precautionary statements and the signal word.
- AI label scanning — photograph a bottle label and let Claude read it, then review the extracted fields before saving.
3. Attach the safety data sheets
An inventory is far more useful when the SDS is one click away. Upload the SDS PDF against each chemical; it's stored privately and served via short-lived signed links. You can mark an SDS as verified, and the system records who verified it and when — which matters at audit time.
4. Let expiry tracking run itself
The biggest win over a spreadsheet is that the system tells you what needs attention instead of waiting for someone to scan rows. Expiry dates are colour-coded across the inventory, and a daily check emails your admins a digest of what's expired or expiring soon, so nothing quietly lapses.
5. Give the team access — with the right limits
Once it's in, share it. Role-based permissions mean students or visitors can search and view without being able to change things they shouldn't. Everyone sees the same live data, so the "which version is current?" problem disappears for good.
Key takeaways
- Import your existing spreadsheet — don't retype it.
- Use PubChem and label scanning to fill hazard data fast.
- Keep the SDS attached and verifiable for audits.
- Let automated expiry alerts replace manual checking.