Hollow Bamboo Film Productions
Custom Google Sheets Inventory Automation System
Google Sheets Inventory System
The Challenge
Hollow Bamboo, a film production location management company, was manually tracking hundreds of equipment items across multiple film sets, vans, and lock-ups throughout the city. Their team faced constant challenges:
- • Equipment constantly moving between 6+ locations with no real-time visibility
- • Manual tracking in spreadsheets that required constant updates
- • High-turnover expendables with no automated restock alerts
- • Rental equipment returns tracked on paper, leading to missed deadlines and vendor issues
- • Crew members wasting time searching for equipment or discovering it was checked out after arriving on set
- • Chaotic handoffs during permit-pressured wraps, leading to equipment ending up in wrong vans
The manual system was costing 20+ hours per week in administrative overhead and creating friction that slowed down production.
The Solution
We built a custom Google Sheets automation system that transforms static spreadsheets into a dynamic, real-time inventory management platform. The system uses Google Apps Script, QUERY formulas, and conditional formatting to create an automated tracking solution that updates instantly across all locations.
The solution provides mobile QR code access for field crews, automated data validation to prevent errors, and intelligent reporting that flags overdue rentals, missing equipment, and low-stock items—all without requiring external platforms or monthly SaaS fees.
QR Code Mobile Check-Out System
Field crews scan a QR code to access a Google Form that updates the master inventory instantly. No apps to download, no training required—equipment location updates automatically across all tracking views.
Real-Time Multi-Location Sync
Six location tabs (vans, lock-ups, film sets) auto-populate based on current equipment location using dynamic QUERY formulas. When equipment moves, all views update instantly without manual intervention.
Intelligent Rental Tracking
Automated overdue rental alerts with vendor tracking, expected return dates, and visual flagging. The system calculates days overdue and highlights at-risk rentals before they become expensive problems.
Automated Restock Alerts
High-turnover expendables trigger visual alerts when quantities drop below customizable thresholds, ensuring crews never run out of critical supplies mid-shoot.
Results & Impact
Per week saved
on manual inventory updates
Locations tracked
with real-time sync
Equipment visibility
across all sets
Monthly software costs
(Google Workspace only)
How It Works
Mobile Form Submission
Crew members scan QR code and submit equipment check-out via Google Form in under 60 seconds. The form captures team member, equipment name, quantity, destination, and optional notes.
Apps Script Automation
Google Apps Script triggers on form submission, searches the Master Inventory for the equipment item, and automatically updates current location, status (Available → Checked Out), and timestamp—all in real-time.
Dynamic Database Updates
QUERY formulas in location tabs automatically filter and display equipment based on current location. Conditional formatting applies color-coding (green = available, orange = checked out, red = missing/damaged) for instant visual status.
Automated Reporting
Monthly Audit tab compiles checked-out items, overdue rentals, missing equipment, and damaged gear using filtered queries. Rentals Tracking tab calculates days until return and flags overdue items in red.
Technical Implementation
Google Sheets as Database
Master Inventory tab serves as the central database with 14 tracked fields including Item ID, Equipment Name, Category, Quantity, Ownership Status, Condition, Current Location, Status, Rental Vendor, dates, restock thresholds, and notes.
Data Validation & Integrity
Custom dropdown validation using Named Ranges ensures data consistency across 1,000+ rows. Users can only select from predefined categories, locations, conditions, and statuses—eliminating typos and data quality issues.
Apps Script Event-Driven Automation
Form submission trigger executes onFormSubmit() function that parses form data, searches Master Inventory by equipment name, updates location and status fields, and appends timestamped notes—all in milliseconds.
Advanced Formula Logic
QUERY formulas with SQL-like syntax filter and sort data across multiple dimensions, dynamically populating location-specific views with real-time equipment status and availability.
Hybrid Prep Kit Architecture
A unique challenge: vendor-delivered prep kits that sometimes stay together, sometimes get separated across vans during chaotic night wraps.
Solution: Flexible Tracking System
Hybrid tracking where prep kits can be logged as single "parent" line items OR broken down into individual sub-items when needed. If items get separated, they can be tracked individually without losing the prep kit relationship—giving flexibility without complexity.
"Everything looks awesome so far, really liking how it's shaping up. The automation is exactly what we needed—our crew can finally focus on the shoot instead of hunting for equipment."
Why This Approach Works
No Monthly Fees
Built entirely on Google Workspace—no additional SaaS subscriptions or per-user costs
Instant Mobile Access
QR code works on any smartphone without downloading apps or creating accounts
Zero Training Required
Familiar Google Forms interface means crew members can use it immediately
Offline-Friendly
Form submissions queue when offline and sync when connection returns
Fully Customizable
Client owns the system and can modify dropdowns, categories, and logic as needs evolve
Production-Ready
Handles real-world chaos—rushed wraps, equipment splits, rental tracking, and multi-location coordination
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