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Why should you move from Excel to accounting software?

Why should you move from Excel to accounting software?


Why Excel Falls Short as a Long-Term Solution

Excel is known for its versatility, ease of availability, and widespread use in the business sphere. It’s capable of performing an impressive array of tasks, and many consider the application itself to be robust. However, the spreadsheets created within Excel often lack the same sturdiness.

A startling study conducted by the University of Hawaii revealed that a staggering 88 percent of spreadsheets contain errors. This alarming statistic has caused businesses to reassess their reliance on Excel for long-term solutions. As a result, many are now turning to specialized accounting software, viewing it as a more reliable and robust alternative.

Excel’s limitations are becoming increasingly apparent, especially in an era where precision, efficiency, and integrity of data are paramount. While it may serve well for temporary tasks and basic computations, Excel’s susceptibility to errors makes it an unsuitable choice for long-term, mission-critical functions, especially in the ever-evolving and demanding world of business accounting.

Six problems with Excel for business accounting

1. Setting up a good Excel spreadsheet takes time

Creating an Excel spreadsheet tailored to your financial necessities demands careful consideration and extensive planning. Initiating features such as expense reports and invoice tracking is a time-consuming process. You might frequently find yourself in scenarios where ongoing modifications or additions to your spreadsheet are required, leading to constant adjustments and potential confusion.


2. Using Excel can be like having to know a programming language

Utilizing Excel can sometimes feel akin to learning a programming language, a fact that many small businesses overlook. Excel’s widespread use has led to its accessibility to users beyond those who have specialized expertise. This broad reach, however, often leads to a misjudgment in individual skill levels, with many Excel users overestimating their proficiency in navigating the platform. The reality is that to unlock Excel’s full potential, a deeper understanding akin to programming knowledge may be necessary, a complexity that is often underestimated.


3. You need a strategy before you start

In Excel, careful forethought is required before initiating a project, as the platform doesn’t readily allow for configuration after the fact. You must precisely define how you intend to use the data, including naming reports and selecting the specific cells to print.

Additionally, meticulous attention must be given to ensure that each report is accurately time-stamped. Unlike more adaptable tools, Excel demands a clear vision and plan from the outset, leaving little room for on-the-fly adjustments or changes. This inherent rigidity can sometimes limit the software’s utility in dynamic and evolving projects.


4. There’s no audit trail

Excel spreadsheets present a vulnerability to fraud, owing to the ease with which information can be altered and the difficulty in monitoring who has made these changes. Picture a scenario where a co-worker mistakenly or deliberately enters $1,000 instead of $100,000. The lack of robust tracking and accountability measures within Excel can make it challenging to detect such discrepancies, potentially leading to significant financial inconsistencies or even intentional manipulation. This inherent susceptibility underscores the importance of employing more secure and traceable solutions for critical financial management.

5. It doesn’t integrate with other business applications

Many users run into performance issues when they work with large amounts of data, combine lots of worksheets or include scripts. It’s system overload. It doesn’t integrate with other small business applications that can help you run your business. For example, accounting software will integrate with apps that do inventory management and time sheeting.


6. Transactions recorded in Excel are difficult to track

Excel’s inability to automatically detect double entries can pose challenges. Rather than serving as a streamlined tool to enhance your business operations, it may instead become an obstacle that obstructs a clear and accurate view of your financial landscape. This limitation can lead to confusion and errors, hindering your ability to make informed decisions and see the genuine state of affairs within your business.


Though the process of changing business practices and adopting new methods can be challenging, the potential benefits are immense.

Excel, despite its many uses, was never designed to serve as a substitute for specialized accounting software. Therefore, it might be the right time to grant your business the freedom to flourish without limitations. By moving beyond Excel, you open up opportunities for growth and success that align with the unique needs and goals of your organization.

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