Tree inventory software: what to record and how to structure a survey

Start with the decision the inventory must support

Before a field team starts counting trees, define the purpose of the inventory. A campus asset register, an industrial greenbelt assessment, an arboricultural risk review, and a preliminary carbon assessment may use many of the same measurements, but they do not require exactly the same output.

Create a clear project boundary, decide which trees qualify for inclusion, define units, agree on the height at which girth is measured, and document how multi-stem or inaccessible trees will be handled. These rules prevent two surveyors from recording similar trees in incompatible ways.

Minimum useful field data

• A unique tree code that remains stable across visits and exports.
• Scientific or local species name, with a review status when the identity is uncertain.
• Girth in centimetres and total height in metres, recorded with the measurement method.
• Latitude, longitude, GPS accuracy, and capture time.
• Condition, maturity, canopy information, notes, and labelled photographs.
• Project, client, surveyor, and submission identifiers for accountability.

Why structured software is safer than one large spreadsheet

Spreadsheets are useful for analysis and delivery, but they are fragile as a primary field database. Rows can be overwritten, photos become separated from tree codes, units are mixed, and multiple copies circulate between teams.

Tree inventory software validates fields at capture time, preserves relationships between records and photographs, separates project access, and creates a consistent export when the team is ready. The spreadsheet becomes a controlled output rather than the only copy of the survey.

Quality review before reporting

• Filter unusually small, large, or incomplete measurements for review.
• Check GPS points against the project boundary and look for obvious duplicates.
• Confirm that photographs show the intended tree and carry the correct label.
• Match uncertain species names to an approved species record before biomass calculation.
• Export only after the review status and calculation status are understood.

Frequently asked questions