Short answer: It's time to move from Excel to software if the same information is kept in more than one file, if several people update the same spreadsheet, if reports are prepared by hand every month, or if an error causes damage before anyone notices it. The transition is made safely by reviewing your existing spreadsheets, cleaning up the data, testing the software with that data and running both side by side for a short period.
When does Excel fall short?
Excel is a powerful tool and the right starting point for many businesses. The following signs show that your business has outgrown spreadsheets:
| Sign | What does it mean? |
|---|---|
| The same customer or product appears in multiple files | The information doesn't match, and no one knows which version is correct |
| Many files named "final version" | Version chaos; the risk of working in the wrong file |
| Several people update the same spreadsheet | Overwrites, lost data, no record of who changed what |
| The monthly report takes hours | The data exists but can't be queried |
| Formulas depend on one person's knowledge | The system grinds to a halt when that person is away |
| Data needs to be entered from the field or by phone | Excel is impractical on mobile devices |
How should you prepare your spreadsheets before the switch?
When moving to software, the most valuable input is the spreadsheets you use today. What each column means, what each formula calculates and which reports are produced form the foundation of the software. Before you start:
- Gather all the files in use in one place and identify which one is current.
- Note who updates each file and how often.
- Set aside samples of the reports prepared by hand; the software's first goal will be to generate them automatically.
A real example: From a crane rental company's spreadsheets to software
In the Vinç Sistem project, the company was tracking work orders, customer receivables and payables, staff salaries and externally rented vehicles on separate Excel sheets. Profitability per crane and scheduling conflicts couldn't be seen. First, these sheets were reviewed one by one and a corresponding module was designed for each. The existing data was imported so that the company could work with its own history from day one; new modules were then added as needs emerged.
How is data migrated?
- Cleanup: Different spellings of the same customer are merged, and empty or incorrect records are weeded out. This stage usually brings hidden problems in the old data to light.
- Mapping: Excel columns are mapped to the fields in the software.
- Trial migration: The data is first imported into a test environment; totals, balances and record counts are compared with the old spreadsheets.
- Final migration: On the switchover day, the up-to-date data is imported one last time.
Is a parallel run necessary?
It's recommended to keep the new software and the old spreadsheets running side by side for a short period (usually a few weeks). During this time, the totals on both sides are compared; once they are consistent, Excel is retired completely. If the parallel period drags on too long, the team has to enter data into two systems at once and adoption of the new system slows down.
Off-the-shelf program or custom software?
If your processes follow the standard practices of your industry, an off-the-shelf program may be the faster solution. If the way you do business is unique to you, if your spreadsheets contain calculations that off-the-shelf programs can't handle, or if you need to connect several systems to one another, custom software is the better fit. To help you decide, see our article Custom vs. Off-the-Shelf Software, and for how the process works, our article on how a custom software project works.
Have your Excel spreadsheets started slowing your business down? With our custom software development service, we review your existing spreadsheets and move you to software without losing your data.
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Frequently Asked Questions
Yes. The data is migrated after it has been cleaned up and mapped to the fields in the software. That way, you start using the system with your own historical data from day one.
Yes. Good software shows reports on screen and also offers an option to export them to Excel, so sharing with your accountant or business partners can continue as before.
It shouldn't. Trial migrations are done in a test environment, the final migration is scheduled for a time that will least disrupt operations, and a short parallel run reduces the risk.