The spreadsheet is not the problem
A spreadsheet is often the fastest way to start an inventory. It becomes a problem only when the work around it grows: several people edit copies, equipment moves between locations, returns are missed, and nobody trusts which version is current.
Five signs you have outgrown it
Look for repeated reconciliation, unclear ownership, missing service dates, files shared through chat, and reports that take hours to prepare. These are workflow problems, not formatting problems.
What to preserve during migration
Keep useful identifiers, item names, serial numbers, locations, responsible people, purchase details, and service history. Clean duplicates before import and agree on a small set of required fields.
Start with one collection
Move one useful collection first, test the daily workflow with real users, and then expand. A smaller accurate inventory is more valuable than a large register nobody maintains.