Look for repeated coordination problems

Notice when staff spend time asking which version is current or whether someone has approved a record. If a report requires copying the same information between files, understand why. Sometimes clearer ownership and a better template are enough.

Custom software becomes worth considering when the process needs assigned work, permissions, validation, and a reliable history. A shared application can make those rules part of the workflow instead of relying on everyone remembering them.

Separate records, calculations, and decisions

Review the workbook with the people who maintain it. Identify what each row represents, which fields are manually entered, and which values are calculated. Hidden sheets, copied formulas, and informal naming conventions often contain important requirements.

Define stable identifiers and the relationship between records. Two similar names do not necessarily represent the same person or supplier. Agree how duplicates and incomplete entries will be reviewed before migration.

Move one complete process first

Choose a workflow with a clear beginning and end, such as a request moving from submission to approval. Build the forms, permissions, and review queue needed for that process. Keep useful exports where other teams still need them.

Test with staff using realistic records, including corrections and rejected submissions. A new interface is only useful if it handles the exceptions that currently send people back to chat messages or private spreadsheets.

Plan migration and ownership

Run a trial import, compare counts, inspect representative records, and validate important totals. Agree which system becomes authoritative after the switch and how work entered during the transition will be handled.

After launch, give someone responsibility for access changes, data quality, and support requests. Document how users export their records and how future changes are prioritized. Replacing Excel with a web application is an operational change as well as a development task.

  • A sample workbook and a description of each sheet
  • The people who enter, review, and use the data
  • Recurring errors or delays you want to reduce
  • Required reports, calculations, and exports
  • An owner for migration checks and staff handover