Moving from Spreadsheets to Proper Collection Management
Most serious collectors start with a spreadsheet. It works — until it doesn't. Spreadsheets have no images, no public sharing, and no value totals that update automatically. Vitrine is purpose-built collection management software that handles everything a spreadsheet can't. Free to start, with paid plans from £5/month.
Quick comparison: Vitrine vs Spreadsheets (Excel & Google Sheets)
| Feature | Vitrine | Spreadsheets (Excel & Google Sheets) |
|---|---|---|
| Images per item | Yes | No (links only) |
| Public collection page | Yes | No |
| Collection value total | Automatic | Manual formula |
| Search and filter | Instant | Filter/VLOOKUP required |
| Mobile access | Yes (web app) | Limited (Google Sheets) |
| Sharing with others | Public page or link | Shared document (editable) |
| Designed for collections | Yes | No — general purpose |
Where Spreadsheets (Excel & Google Sheets) falls short
Spreadsheets break past a few hundred items
Filtering, searching, and calculating values across 500+ rows is slow and error-prone. Formulas break. Columns drift. What starts as a clean tracker becomes a maintenance burden.
No images, no visual catalogue
A spreadsheet can store a URL to a photo, but it cannot display your collection visually. You can't browse your coins or trading cards the way you'd browse a proper catalogue.
Sharing is messy
Sharing a Google Sheet means giving someone edit access or a view-only link that looks like a spreadsheet. There's no way to present your collection in a way that does it justice.
Why collectors switch to Vitrine
Every item has a visual record
Add photos to each item in your Vitrine collection. Browse your catalogue visually, see condition details at a glance, and build a proper archive of what you own.
A public collection page in minutes
Every Vitrine account comes with a public-facing collection website. Share it with fellow collectors, use it as a trade list, or show family what you've spent the last decade building.
Your spreadsheet data imports directly
If your spreadsheet has columns for name, description, value, and condition, it can be imported into Vitrine. No manual re-entry required for Professional plan users.
Pricing comparison
Vitrine
Free
Community plan — up to 100 items
£5/month
Hobbyist plan — up to 1,000 items
Spreadsheets (Excel & Google Sheets)
Free
(but limited for serious collections)
How to migrate from Spreadsheets (Excel & Google Sheets) to Vitrine
- 1
Clean up your spreadsheet
Ensure your spreadsheet has clear column headers: title (or name), description, category, condition, value, acquisition date, and any notes. Remove merged cells and blank rows.
- 2
Save as CSV
In Excel: File → Save As → CSV. In Google Sheets: File → Download → CSV. This gives you a clean flat file ready to import.
- 3
Import into Vitrine
Professional plan users can upload the CSV directly. Community and Hobbyist users can copy-paste or re-enter items using the quick-add form — most spreadsheets migrate in an evening.
- 4
Add images and enrich your records
Once your items are in Vitrine, add photos, fill in any missing details, and set your collection visibility. Your collection now has a proper home.
Frequently asked questions
Can I import my Excel or Google Sheets collection into Vitrine?
Yes. Export your spreadsheet as CSV and import it into Vitrine. Professional plan users can bulk-import; Community and Hobbyist users can add items manually.
Will I lose anything by switching from a spreadsheet?
If your spreadsheet has custom columns that don't map to Vitrine fields, you can store that data in the notes or description fields. You gain images, a public page, and automatic value totals.
Is Vitrine better than Google Sheets for a small collection?
For a collection under 50 items, a spreadsheet is fine. Once you have images to track, values to total, or a collection you want to share, Vitrine becomes the better tool — and the free Community plan costs nothing to try.
Ready to switch from Spreadsheets (Excel & Google Sheets)?
Free to start. No credit card required. Your collection stays private until you choose to share it.
Create your free account →