SME
Starting a DPP Project With Spreadsheets
Can you start a Digital Product Passport in a spreadsheet? Where it helps, where it fails, and a practical starter template for the first weeks.
The honest answer to "can you do a DPP in a spreadsheet?" is: you can start, you cannot finish. A spreadsheet is the fastest way to see your data gap and remains the most common tool for collecting from suppliers. It cannot be the publication layer.
Where a spreadsheet helps
- Gap analysis: which fields exist and which do not — week one.
- Supplier request form: a one-page form with coded fields. See collecting data from suppliers.
- Field mapping table: passport field ↔ source system. See ERP integration for DPP.
- Pilot data set: all fields for a single product family.
Where it fails
| Need | Why a spreadsheet cannot |
|---|---|
| Versioning | No append-only history or signed receipts |
| Access tiers | No role-based field visibility |
| Registry submission | No API integration |
| Multilingual content | Field-level translation management is impractical |
| Persistence | No guarantee of lifetime accessibility |
| Audit trail | No reliable record of who changed what, when |
See passport lifecycle management and audit trails and versioning.
A practical template structure
One workbook, four sheets:
- Products: product code, GTIN, model, variant, production facility.
- Composition: product code, material, share, source document.
- Certificates: product code, document type, number, issuer, validity.
- Suppliers: supplier code, name, country, facility identity, contact.
Product code is the primary key on every sheet. Use data validation lists (country, material, document type) — free text is the biggest source of error.
Classic spreadsheet mistakes
- Storing GTINs as numbers: the leading zero disappears. Format the column as text.
- Merged cells: they break exports.
- Twelve copies of the same file: the "final_v3_really_final.xlsx" syndrome. One file, one owner.
- Not checking share totals: add a simple formula that verifies 100%.
When to move on
Move to a platform when any of these appear:
- Product count passes 50.
- You need to actually publish a passport.
- Supplier follow-up becomes untrackable.
See choosing DPP software and the SME guide.
Frequently asked questions
Can I migrate spreadsheet data into a platform?
Yes, if the structure is clean. Naming columns after passport fields from the start makes migration almost automatic.
Is Google Sheets better?
Concurrent editing and version history help, but the same limits apply.
Can I be compliant with a spreadsheet alone?
No. Publication, access tiers and registry submission cannot be done in a spreadsheet.
