Non-profit streamlines food rescue inventory for efficient distribution

Rollingharvest, a non-profit dedicated to connecting local farmers with food-insecure communities, faced significant hurdles in managing their donated produce inventory across multiple cooler locations. Their reliance on manual spreadsheet processes led to inaccurate counts, inefficient distribution, and food spoilage. By implementing Sheetgo, Rollingharvest automated their inventory tracking, gaining real-time visibility into stock levels and movement, which dramatically improved logistical efficiency and maximized their ability to provide fresh, healthy food to those in need.

Rollingharvest struggled with a labor-intensive manual inventory system spread across two cooler locations, which hindered their core mission of efficient food distribution. The absence of a centralized, real-time tracking system for donated produce led to frequent inaccuracies in stock counts, difficulties in coordinating food deliveries to pantries, and an unacceptable level of food spoilage. This manual approach also complicated financial reporting, particularly for commission tracking, and consumed significant staff time on data entry and reconciliation, diverting crucial resources from their primary goal of serving food-insecure populations.

Sheetgo revolutionized Rollingharvest's inventory management by automating their existing spreadsheet-based system. An intelligent data flow was established to continuously monitor produce levels across all cooler locations. Sheetgo integrated their various inventory records, providing a unified, real-time view of all available produce and the specific contents of each storage unit. To address food waste, a dedicated field was incorporated into their outgoing shipment process, allowing for precise tracking of food loss. Custom dashboards were developed, offering managers and collaborators a comprehensive, easily digestible overview of current inventory, distribution activities, and recorded food loss. This automation eliminated manual data entry, drastically improved inventory accuracy, and streamlined their entire logistical process, thereby freeing up valuable staff time to focus on their essential community outreach and food delivery efforts. The system uses daily automatic updates, and all relevant data is automatically filtered and shared with necessary team members, ensuring everyone has access to the most current and relevant information.