ShelfLife
Whiteboard or spreadsheet vs an expiry tracker app
You don't need an app to keep track of your fridge. A whiteboard or a spreadsheet works for plenty of households. Here's what each does well, where they fall short, and when an app is worth it.
Updated November 4, 2026
The short version
- A whiteboard is great for a small household that's home a lot and looks at the fridge door every day.
- A spreadsheet suits people who already live in spreadsheets and want to analyze their shopping.
- An app like ShelfLife suits busy or shared households, where nobody remembers to check the list, because it reminds you instead.
Side by side
| Whiteboard | Spreadsheet | ShelfLife | |
|---|---|---|---|
| Cost | A few dollars | Free | Free up to 15 active products; Premium subscription |
| Setup | None | A template to build | Install and sign in |
| Adding food | Write it down | Type it in | Scan a barcode, take a photo or type |
| Reminders | None: you have to look | None, or formulas and conditional formatting | Push reminders that escalate to an alarm, plus email |
| Works away from home | No | Yes, if it's in the cloud | Yes |
| Shared household | Everyone who passes the fridge | Anyone with the link | Members with their own reminders |
| Storage times | You look them up | You look them up | You set the date; our storage guide helps |
| Spending and waste | No | If you build it | Built in (trends with Premium) |
Where a whiteboard wins
It's visible, instant and free. Everyone in the house sees it. It works best with a short list of perishable things: meat, leftovers, opened jars. Its weakness is that it can't remind you of anything, and it's no help when you're in the shop wondering whether you already have milk.
Where a spreadsheet wins
It's free, flexible and searchable, and you can see your list on your phone while shopping. With some work, conditional formatting can turn rows red as dates approach. Its weakness is upkeep: typing every item takes time, and a spreadsheet doesn't send a notification when the chicken has one day left.
Where an app wins
The app comes to you. ShelfLife reminds you weeks before a date, then more often, and in the final days a real alarm rings until you deal with it. Barcode scanning fills in the product for you, every household member gets their own reminders, and you can see what you've spent and thrown away.
Tips for whichever you choose
- Track perishables first: meat, fish, dairy, leftovers and opened jars. Pasta and cans can wait.
- Write the date you opened or cooked something, not just the date on the pack.
- Check it before you shop, and plan meals around what's expiring: see meal planning to reduce food waste.
- Know which dates matter: best before vs use by.
If the whiteboard keeps getting forgotten, try ShelfLife free.