Make the Switch from Spreadsheets for your Business

Shreyansh Kotak
Product Designer
Read Time
3 min read
Published On
February 14, 2023

Spreadsheets have been a go-to tool for managing data and operations in small businesses for decades. However, as businesses grow, spreadsheets can become increasingly cumbersome and time-consuming to manage, leading to errors and inefficiencies. With the rise of Software as a Service (SaaS) tools, many businesses are switching from spreadsheets to more robust systems. SaaS tools can streamline operations, save time, increase accuracy, and provide better insights to help businesses make better decisions. In this article, we’ll explore the advantages of moving to SaaS tools and the benefits of transitioning from spreadsheets.

Benefits of Moving to SaaS Tools

The rise of SaaS tools has changed the way businesses manage their data and operations. Here are some of the key advantages of moving from spreadsheets to SaaS tools:

  • Scalability: SaaS tools can be easily scaled to meet the growing needs of your business, providing a solution that grows with your business.
  • Integration: SaaS tools can integrate with other applications and systems, providing a more comprehensive solution that streamlines operations and improves data management.
  • Efficiency: SaaS tools for planning and management can streamline processes, freeing up resources.
  • Accuracy: Spreadsheets are prone to errors, especially as data grows, but SaaS tools can eliminate these errors and provide real-time, accurate data.
  • Insights: SaaS tools can provide more comprehensive reporting and analytics, helping businesses make better decisions based on data.

Options to Replace Spreadsheets

Making the switch from spreadsheets to a dedicated SaaS system can seem daunting, but there are many tools available to help you get started.

Project Management Software

Project management software like Jira, Asana, and can help you manage tasks, track progress, and collaborate with your team. These tools are well-suited for businesses that need to manage projects and deadlines.

Image Source: Jira

Accounting Software

Accounting software like QuickBooks, Xero, and FreshBooks can help you manage your finances, track expenses, and generate financial reports. These tools are well-suited for businesses that need to manage their finances and budgets conveniently and accurately.

Image Source: QuickBooks

Customer Relationship Management (CRM) Software

CRM software like Salesforce, Hubspot, and Pipedrive can help you manage customer relationships, track sales, and improve customer engagement. These tools are well-suited for businesses that need to manage customer relationships and sales at a reasonable scale.

Image Source: HubSpot

Knowledge Management Software

Knowledge management software like Confluence, Notion, and Coda can help you centralize information and create a knowledge base for your team. These tools are well-suited for businesses that need to manage and share information and knowledge.

Image Source: Notion

The Advantages of a Custom Solution

While these tools are a great starting point, they may not meet the unique needs of your business. In some cases, an integrated or custom solution may be the best option. A custom solution can be tailored to your business and its specific needs, providing a more efficient and effective way to manage operations.

At Perpetual, we specialize in building custom solutions for businesses of all sizes across various industries. Our team of expert product managers, designers, and developers will work closely with you to understand your goals and requirements and create a solution that streamlines operations, improves data management, and helps businesses get the most out of their data.

One example of our work in this area is with a billion-dollar Global Infrastructure Development Company. We conducted UX Research to understand their existing users and their needs, a build vs. buy analysis, and a comparative analysis of possible solutions. After reviewing various SaaS tools, we ultimately selected Vena as the best fit for their budgeting and planning needs. For additional complex workflows and processes which were also being managed using Spreadsheets, we partnered with them to design and develop custom solutions tailored to their specific requirements.


Switching from spreadsheets to a SaaS Tool can bring numerous benefits to your business. Whether you choose popular tools like Confluence, QuickBooks, Asana, or Salesforce; or opt for a custom or integrated solution from Perpetual, you will be on your way to streamlining your operations and making better decisions based on accurate, real-time data. Do not let spreadsheets hold you back any longer. Start exploring your options today and take your business operations to the next level.