Spreadsheet
vs SampleSync
The real competitor.
A spreadsheet is a valid first step. It breaks down when you have more than 50 samples across multiple locations, no real-time data, and a follow-up process that relies entirely on guessing.
The short version
Use a spreadsheet if you distribute fewer than 50 samples and do not need to know when someone is actively engaging with a sample. Use SampleSync if you want to know when the same firm keeps returning to the same passport.
Feature comparison
| Capability | Spreadsheet | SampleSync |
|---|---|---|
| Tracks when a sample is physically picked up and scanned | ||
| Captures the name and firm of the person engaging with your sample | ||
| Alerts you when the same firm scans the same sample multiple times | ||
| Works without anyone manually entering data | ||
| Shareable material passport with specs, files, and certifications | ||
| Real-time scan map showing geographic engagement | ||
| GDPR-compliant with EU data hostingDepends on your cloud provider | ||
| Works at scale (200+ samples across multiple events)Possible but not practical | ||
| Zero software to install for the person scanning | ||
| Free to get startedSampleSync is a paid product | ||
| Works offline, no internet requiredScans require a connection |
When a spreadsheet wins
- You distribute fewer than 50 samples and track them manually without issue
- You have no budget for software tools right now
- You operate entirely offline and cannot depend on internet connectivity at the point of distribution
When SampleSync wins
- You distribute 100+ samples across events, showrooms, or direct mail
- You need to know which samples are being actively referenced at specification stage
- You want your follow-up calls to be based on real engagement data, not guesswork
- You need GDPR-compliant data collection from the architects and designers who engage with your materials
The signal a spreadsheet can't show you
What SampleSync sees:
Oct 19 · 09:14 · OMA Rotterdam · passport PLSTCT-042 · scan 1
Oct 21 · 14:52 · OMA Rotterdam · passport PLSTCT-042 · scan 2
Oct 27 · 11:30 · OMA Rotterdam · passport PLSTCT-042 · scan 7
Nov 4 · 16:21 · OMA Rotterdam · passport PLSTCT-042 · scan 14
···
Dec 12 · 10:08 · OMA Rotterdam · passport PLSTCT-042 · repeated scan
In a spreadsheet, this looks like a row that says "OMA — sample dispatched" and nothing else. The rescans are completely invisible. The right time to follow up is impossible to know.
Ready to move past the spreadsheet?