Do It Best stores replaces spreadsheets with no-code database and reaps rewards

Up to 95% of small retailers manage their inventory using spreadsheets, according to research. Spreadsheets were never intended to be databases, even though they work well for accounting and simple recordkeeping.

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Spreadsheets continue to be the preferred method for tracking orders, customers, inventory, and sales for a large number of retailers, regardless of size. They are sometimes used in conjunction with more sophisticated technologies, such as databases. Spreadsheets are, after all, like an old friend—familiar and easily accessible—and they are far less expensive than buying enterprise software or employing developers or an internal IT team to create custom systems.

However, there is a price for that familiarity. Spreadsheets become cumbersome as businesses expand. Over time, retailers frequently find themselves managing dozens of files, each tracking a distinct process, with little insight into how the data connects, due to these applications' poor system integration.

For many years, Do It Best Corp, a home improvement chain with locations in 57 countries and numerous states in the United States, relied heavily on spreadsheets to track business.

Spreadsheets were created to track almost every aspect of the business, even though the chain had an IT team. In actuality, Excel contained all of the data used in the store design project management, including contact details, member data, important project dates, and more.

Longtime Do It Best manager John Sargent, who oversaw the chain's design and project team, recognized this and realized that a more effective method of digitizing and automating procedures was required.

Since all of the data used in store design project management—including member data, contact details, and important project dates—was kept in spreadsheets, he was constantly battling an unruly process. Every month, Sargent and his team had to combine dozens of spreadsheets to create reports, which was an incredibly laborious and prone to error process.

Sargent and his team needed the IT team's assistance for any small system modifications they wished to make. This was challenging because the entire process took several days to develop, and the store design team would have to get their assistance days in advance.

The IT staff gradually introduced Microsoft Access for project expense tracking and a legacy CRM software system to monitor fundamental project data.

Their IT team would have to assist with any small adjustments to the system workflow, which was more difficult said than done. The entire process would take even longer to finish because the store design team would frequently need to get their assistance days in advance.

This made things more difficult.

The issue with improper use of spreadsheets

Up to 95% of small businesses, including retailers, use spreadsheets to manage inventory and other processes, according to research. Spreadsheets were never intended to be databases, even though they work well for accounting and simple record keeping. Because data is copied, altered, and stored across numerous files, organizations frequently experience data silos, inconsistencies, and degradation.

Crucially, spreadsheets are unable to produce real-time inventory reports or link customer information to purchasing patterns to produce insightful analytics. A retailer's capacity to comprehend what is selling, who is purchasing, and where opportunities or risks may exist is hampered by this lack of insight.

Managers frequently spend a lot of time combining data when team members create spreadsheets according to their own formats and preferences. This can result in human error and raise questions regarding the accuracy of the data. problems with scalability because spreadsheets are not made to manage the volume of data that a database can store.

Finding a no-code database solution marked a turning point.

The IT staff eventually informed Sargent that the software was being phased out, which meant the current system would be retired. Finding a location to move their data as quickly as possible was the only option left to John and his team.

Sargent thoroughly examined a wide range of software options. He and his group finally settled on Ragic, a do-it-yourself online database builder that works like a spreadsheet and requires no code. Using a no-code system satisfied many requirements, such as being reasonably priced, having a strong support system, and being able to backup data.

Above all, the platform would enable them to modify the system as needed without consulting the IT staff.

Sargent, however, knew very little about databases. Through the software's database design documents, tutorial videos, and webinars, he was able to learn how to create a database application and create the perfect workflow from scratch because the platform is no-code.

Whenever he ran into problems, particularly when putting formulas into practice, which can be challenging, he just asked the customer service team for help, and his inquiries were promptly addressed.

Being able to model and redesign the database without the assistance of the IT team

Sargent's manager soon asked him to create a project expense tracking application and combine the two previously distinct data sets into one location. Initially, Sargent used the platform to store basic project tracking data.

Without the assistance of the IT team, Sargent and his team were able to add new sections and categories to store various sets of data and then connect them by simply creating new tabs and sheets in their database. This saved them money and time.

A fast and accurate way to find data

Over time, store owners may work on multiple design projects. The team swiftly searched for specific member data in the main project database using Ragic's search and filter tools, regardless of when the data was added. The only things John and his team needed to include were the project number, the name of the member's store, and the year the project started.

Additionally, it was simple and effective to look up information on the costs incurred for particular projects.

Centralized data administration to encourage teamwork

The Do It Best design team members from around the world were able to work together on a variety of store design projects thanks to the new database. The database evolved into a focal point for managing and syncing project data, as well as for keeping the worldwide team informed about all the most recent project news.

Multiple functions using a single set of data

The database's building blocks are ragic sheets, which let users add or change elements to each sheet's design to personalize and increase functionality. The database's size and complexity naturally increase as more sheets are made and connected.

By using this method, Sargent was able to maintain a single source of truth for the data while producing multiple iterations of the same sheets and then duplicating the layouts. Since each view is pulled from the same centralized database, it is possible to configure each version to display different data sets or give different users distinct access permissions without changing the underlying data.

The group made use of this adaptability to produce customized reports fast. A comprehensive monthly project performance report could be created using one sheet version, while more specialized views, like monthly sales, billing, or market potential reports, could be produced using other sheet versions.

This no-code database has been continuously developed and expanded over the last five years by the Do it Best Stores team to support store operations and design initiatives globally. The important data is now combined into a single database that can be readily altered and examined as needed.

In the end, the Do it Best Stores team was able to show how no-code technology can help close the gap between spreadsheet limitations and inflexible enterprise systems. Without the hassle or expense of traditional software development, the team was able to scale operations, customize reporting, and preserve a single source of truth by creating a centralized, adaptable database. After five years, with over thirty users depending on the system every day, the database is still growing with the company, demonstrating that no-code platforms can provide both operational agility and long-term durability.