Replace spreadsheets with a web app

Spreadsheets are brilliant for quick ideas—but once your team grows, version chaos, manual copy/paste and zero audit trail start costing time and money. Here’s a practical guide for UK SMEs on when to upgrade and how to do it without disruption.

In this guide

Signs it’s time to move on
Benefits of a small web app
What a simple app includes
Typical costs & timeline
A 5-step migration plan
FAQ

Signs it’s time to move on

Multiple versions: “Final_v7.xlsx” lives on five laptops and Google Drive.
Error risk: fragile formulas and accidental overwrites.
Manual imports/exports: weekly CSV dances between sales, ops and accounts.
No permissions: anyone can see/change everything; no audit trail.
Performance: large sheets slow down or break.

Benefits of a small web app

Productivity & accuracy

Single source of truth, field validation, and automated calculations reduce mistakes and admin.

Control & visibility

Logins, roles and audit logs show who did what and when. Managers get live dashboards.

What a simple app typically includes

Secure login & roles (e.g., Admin, Manager, Staff)
Clean forms with required fields, file upload, and validations
Import/Export (CSV/XLSX) and simple charts
Automation: scheduled emails, reminders, and integrations
Mobile-friendly UI for on-the-go updates

Spreadsheet vs. Web app (quick comparison)

Area	Spreadsheet	Web app
Access control	All or nothing	Role-based
Data quality	Easy to break	Validated inputs
Audit trail	Manual at best	Automatic
Automation	Macros/scripts	Scheduled jobs & integrations
Scalability	Slows with size	Built to scale

Typical costs & timeline (UK SME)

Most starter pilots fall between £600–£3,000, delivered in days to a few weeks depending on scope. Ongoing care is optional and usually from £175/month for hosting, updates and small improvements.

A 5-step migration plan

Map the workflow: list fields, users, and must-have outcomes.
Start with a pilot: one process (e.g., job tickets, inventory, or CRM).
Import existing data: CSV or direct integrations.
Test with real users: weekly demos; tweak forms and permissions.
Go live in phases: retire spreadsheets once confidence is high.

Free scoping call: We’ll sketch a quick pilot and fixed price.

Ask for a quick quote See services

FAQ

Will my team lose existing Excel data?

No—bring it across via CSV import, then keep exports for reporting if you like.

Do I need training?

Minimal. Forms are simpler than spreadsheets; we include a short handover.

What about integrations?

We commonly connect to Shopify, Amazon/eBay, Google Sheets, and email.