Comparison
App, spreadsheet, or paper?
An honest comparison of the three most common inventory methods. What can each handle — and where are the gaps?
| Capability | Vault Documentation | Excel / Spreadsheet | Paper inventory |
|---|---|---|---|
| Multiple storage locations | ✓ | with effort | ✗ |
| Multiple photos per item | ✓ | limited | ✗ |
| Receipts as attachments | ✓ | separate folder | separate folder |
| Complete activity history | ✓ automatic | manual upkeep | barely practical |
| Password-protected PDF reports | ✓ | export externally | ✗ |
| Face ID / biometric lock | ✓ | ✗ | ✗ |
| Local-first storage | ✓ | often cloud | ✓ |
| iCloud Sync across Apple devices | ✓ optional | often cloud-required | ✗ |
| Insurance-ready | ✓ | partial | low |
| Estate-ready (PDF with attorney) | ✓ | partial | ✗ |
| Cost | $2.99/mo · $19.99/yr | low (Office license) | very low |
Why documentation effort pays off
"Spreadsheet or app?" is a surface question. The real question is: How much effort do I invest so the documentation holds in a real claim?
A spreadsheet without photos is often weak in a loss because important evidence is missing. Paper inventories may burn with the contents in a fire. The app combines structured capture, photo documentation, receipt attachments, and automatic history — and produces a PDF that can help assemble evidence for insurers or storage providers. Exact requirements still depend on the relevant provider or policy.
When a spreadsheet is enough
For very small inventories (under 10 items, low values) a spreadsheet is workable. As soon as items exceed $5,000 each or the collection grows, the app pays back the switch.
Frequently asked questions
Isn't a spreadsheet enough?
For a rough list, yes — but spreadsheets don't store photos, history, or receipts structured per item. In a claim, plausibility is missing; in an estate, the overview is missing.
What about Notion or other note apps?
Notion is a cloud solution — sensitive inventory data lands on third-party servers. Insurers and privacy advocates view that skeptically. Plus there is no structured activity logic.
Can I import from a spreadsheet?
Not directly today. Manual entry is usually better anyway because you add photos and updated values along the way.
Document what matters. Prove what you own.
Try Vault Documentation free, then $2.99/month or $19.99/year. Stored locally, optional iCloud Sync, with no ad tracking.