Management Journal for Advanced Research

1. Introduction

Micro, Small and Medium Enterprises (MSMEs) play a vital role in employment generation, manufacturing output, and economic growth. Despite their importance, many MSMEs continue to operate with weak data systems and limited process automation. In day-to-day operations, data related to orders, materials, production, inventory, and dispatches is often either not captured properly or is maintained in multiple Excel files by different people.

The absence of structured data creates serious problems. Managers find it difficult to take timely decisions because accurate information is not available. During audits, companies face challenges in producing complete and consistent records. Report preparation becomes time-consuming because data has to be collected manually from different files and then consolidated.

Many MSMEs are aware of the need for digital systems, but full-scale ERP software is often expensive and complex for them. As a result, they continue with manual or semi-manual Excel-based methods. This paper presents a practical industry experience of addressing these problems through a spreadsheet-based automation solution built on Google Sheets using Google Apps Script. The solution was designed to automate the flow from order booking to dispatch in a simple and affordable manner.

2. Problems Observed in MSMEs

Through direct engagement with multiple MSMEs, especially in manufacturing and trading sectors, the following major problems were observed:

2.1. Absence of Systematic Data Capture

In several organizations, important operational data was not recorded in a structured way. Order details, material consumption, production output, and dispatch information were often maintained informally. Because of this, decision making became difficult and unreliable. Managers had to depend on verbal updates rather than actual data.

2.2. Heavy Dependence on Manual Excel Files

Where data was maintained, it was usually stored in separate Excel files.

3.2. Material Planning Module

Based on booked orders, the system helped in identifying material requirements. Users could check stock availability and understand what needed to be purchased. This improved planning accuracy and reduced last-minute material shortages.

3.3. Purchase Order Module

Purchase requirements generated from material planning could be converted into purchase records. This helped in tracking what was ordered, from whom, and in what quantity.

3.4. Production Booking Module

Production activities were recorded against orders. This provided visibility on what was produced, what was pending, and how production was progressing against customer requirements.

3.5. Inventory Module

Stock movements related to purchase, production, and dispatch were captured to maintain updated inventory status. This reduced dependence on manual stock registers and approximate estimates.

3.6. Dispatch Module

Finished goods dispatches against customer orders were recorded in the system. This helped in tracking delivery status and maintaining order completion records.

3.7. Customer Complaint Module

Customer complaints were logged and tracked in a structured manner. This helped organizations maintain complaint history and monitor closure status.

4. Implementation Experience

The solution was implemented in MSME environments where teams were already familiar with Excel-type working. Because the system was built on Google Sheets, the learning curve remained low. Staff members could continue working in a spreadsheet environment while gaining the benefits of automation through Google Apps Script.

During implementation, it was observed that the biggest initial challenge was discipline in data entry. Once teams started entering data regularly, the benefits became visible quickly. Reports that earlier took hours could be generated in a much shorter time.

At the same time, the experience also shows that technology alone is not enough. Consistent data entry and managerial follow-up remain essential for sustained benefits.

7. Practical Implications

For MSME owners and managers, the key implication is that automation does not always require heavy software investment. Structured spreadsheet-based systems can significantly improve control if processes are clearly defined.

For consultants and solution providers, this case highlights the value of designing modular, low-cost automation tools that match the real working style of MSMEs rather than forcing complex enterprise systems on them.

For policymakers and support institutions, such models can be encouraged as practical digitalization pathways for smaller enterprises that are not yet ready for full-scale ERP adoption.

8. Conclusion

This paper presented an industry experience-based case study on spreadsheet-based process automation for MSMEs using Google Apps Script. The study identified common problems related to poor data capture, manual Excel dependence, slow reporting, weak stock visibility, and audit difficulties. It then explained how a modular automation solution covering order booking, material planning, purchase, production, inventory, dispatch, and customer complaints helped address these issues.

The experience suggests that affordable and familiar technologies, when applied with clear process design, can create significant operational improvement in MSME environments. Future work may document comparative results across more firms and measure quantifiable gains in time saving, error reduction, and decision quality.

Acknowledgements

The author acknowledges the MSME owners, managers, and staff members who shared their operational challenges and supported the implementation of the automation solution. Their practical insights were central to this study.