Spreadsheets: The Gateway Tool
Every business starts with spreadsheets. They're flexible, familiar, and free (or cheap). But there comes a point when spreadsheets become a liability.
Red Flag #1: Multiple People Editing Simultaneously
Even with Google Sheets' collaboration features, multiple editors cause problems:
- Version confusion
- Overwritten data
- No audit trail
- Conflicting formulas
Red Flag #2: Critical Business Data
If your spreadsheet contains:
- Customer information
- Financial data
- Inventory levels
- Employee records
You're taking risks that a proper database wouldn't have. One wrong delete or formula error can be catastrophic.
Red Flag #3: Growing Complexity
Signs your spreadsheet has become too complex:
- Multiple tabs that reference each other
- Formulas that span entire rows
- Manual processes to keep data in sync
- Regular "cleanup" sessions needed
Red Flag #4: Integration Needs
When you need to:
- Connect to other systems
- Automate based on changes
- Generate reports automatically
- Have multiple input sources
Spreadsheets become awkward bridges between systems.
The Migration Path
Moving from spreadsheets to custom software doesn't have to be scary:
1. **Audit current usage** - What's in the spreadsheet? Who uses it?
2. **Identify pain points** - What breaks most often?
3. **Start with one process** - Don't try to replace everything at once
4. **Maintain spreadsheet export** - Your team can still get data in familiar format
The Prototype Advantage
A free prototype lets you see your data in a real application before committing. You can test whether the new system actually improves your workflow.