Should you replace Excel with an application?
Yes, as soon as several people work on the same data, versions start to clash or mistakes become expensive. A spreadsheet is enough while you work alone and the calculations stay simple. Here are the criteria to decide, and how to work out whether switching pays off.
Five signs
When Excel is no longer enough
Versions clash
Several copies of the same file are sent around by email, and nobody knows which one is current.
The same data is typed twice
A client is copied into three files, with the risk of omissions or errors.
Calculations are done by hand
A quote or a commission depends on a formula only one person understands.
Everyone sees everything
You cannot give each person only what they need, nor see who changed what.
Consolidation takes hours
Every week or month, someone gathers the files to build a dashboard.
Choosing
Excel is enough… or not
Keep Excel if
- You are the only person using the file
- The calculations are simple and stable
- Data entry errors have little impact
- The data is not sensitive
Switch to an application if
- Several people work on the same data
- You need role-based permissions and a history
- Clients or partners need access to part of it
- Mistakes cost time or money
The test
Work out what your file really costs
How many hours a month do you lose because of the file, re-typing, searching and correcting? Multiply by your team’s hourly cost, then compare with the price of the tool over two years.
Worked example
10 hours lost per month at €35 an hour adds up to €4,200 a year.
What the tool costs
A focused module starts at around €2,250 excl. VAT, a business application between €11,250 and €27,000 excl. VAT.
Frequently asked questions about replacing Excel
When should you replace Excel with an application?
When file versions contradict each other, the same information is typed in several places, or several people edit at the same time. A spreadsheet remains suitable while you work alone and the calculations stay simple.
Can we import our existing files?
Yes. We bring in your Excel or CSV data at launch and check with you that it is complete.
Will my teams adopt it?
That is the main risk with any tool, so we start from what your teams actually do, show the screens before development and deliver in small, testable steps.