# How LightInventory works

> LightInventory adds approvals, roles and a tamper-evident history on top of a Google Sheet you own. Here is how the pieces fit together.

Source: https://www.lightinventory.com/help/getting-started/how-it-works · Last updated: 2026-10-28

LightInventory keeps your inventory data in a Google Sheet that you own. The app is the controlled way to change it: every stock movement goes through LightInventory, is checked against your team's roles and rules, and is written to the Sheet together with a record of who did what, when and why.

## The three parts

| Part | What it holds | Who owns it |
|---|---|---|
| Your Google Sheet | Items, locations, stock levels and the movements ledger | You, in your own Google Drive |
| The LightInventory app | Sign-in, your organization, roles, approvals and the rules you set | LightInventory, as the service you use |
| The history | A tamper-evident record of every change, which you can verify and revert | Stored in your Sheet and checked by LightInventory |

## What happens when someone records a movement

1. A team member records a movement in the app, for example 10 units moved from the main store to a van.
2. LightInventory checks their role and the location they are allowed to work in.
3. If your rules need approval, the movement waits for an approver. Otherwise it goes straight through.
4. The movement is written to your Sheet and added to the history, linked to the entry before it so that later changes are detectable.

## Access to your Google Drive

LightInventory asks Google for the narrowest access that works: it can open only the spreadsheets you create with it or pick for it. It cannot see the rest of your Drive. See [Security](/security) for details.

## If you stop using LightInventory

You keep the spreadsheet and everything in it. Nothing needs to be exported, because your data never left your Sheet.

> **Note:** LightInventory is preparing for launch. This page describes how the product is designed and will gain step-by-step guides as each screen ships.