Why Spreadsheets Stop Working (And What to Do About It)

Every accountancy firm has that one spreadsheet. It started as a simple tracker, maybe for deadlines or client status. Now it has 47 tabs, three people who understand how it works, and everyone holds their breath when someone opens it.

The spreadsheet lifecycle

Spreadsheets are brilliant for what they're designed for: quick calculations, ad-hoc analysis, and temporary tracking. The problem is they're so flexible that they get used for everything else too.

A typical progression looks like this: someone creates a sheet to track something. It works well. Others start using it. Features get added. Formulas get complex. Macros appear. Suddenly it's critical infrastructure with no backup plan.

Signs your spreadsheet has outgrown itself

Multiple people need to edit it simultaneously. Data gets duplicated across tabs. Someone has to 'maintain' it regularly. New starters take weeks to understand it. You've had at least one near-disaster with deleted data.

What the alternatives look like

The solution isn't always custom software. Sometimes it's a better off-the-shelf tool. Sometimes it's restructuring the spreadsheet. But when a spreadsheet is genuinely critical to operations, a purpose-built application can remove the risk and make daily work easier.

Custom tools can enforce data consistency, handle multiple users properly, integrate with other systems, and provide proper audit trails. Most importantly, they're designed for the specific job rather than bent into shape.