Several spreadsheets track pending tasks, owners and conversations, with different copies of the same client.
Software engineering · Practical guide
How do you move from Excel to a work system?
Spreadsheets are useful. A change starts to make sense when people cannot tell which version is correct, who should act or what happened to a task.
Explore the guideThe central idea
Change starts with understanding the work.
The goal is not to turn every cell into a screen. Keep what works and give data, responsibilities and tracking a shared structure. A gradual transition lets you check the new workflow without changing everything at once.
At T2G we start with the task, its data and operating conditions. We agree on a scope that can be checked and explain technical decisions throughout the work.
Step by step
A transition that can be verified.
Four points to organise the work. Each diagram supports the explanation; the process adapts to its context.
- 01 / 04
Understand each spreadsheet’s purpose
Separate records, calculations, reports and task tracking. A single sheet may serve several needs. Observe what gets copied, who changes it and which information is lost along the way.
Records · Calculations · Tasks - 02 / 04
Define data and ownership
Agree how clients, documents and periods are identified to avoid duplicate records. Decide who can create, review and correct information. Important formulas need explicit, testable rules.
Client · Period · Owner - 03 / 04
Migrate one part and verify it
Choose a specific workflow. Clean the data it needs, keep a source copy and compare counts, relationships and calculations. A technically successful import may still contain incorrect information.
Source · Verify · Import - 04 / 04
Support the change in daily work
Test with the people doing the task and agree when the system becomes the reference. Avoid indefinitely maintaining two competing versions. Document corrections and how to recover operations if something goes wrong.
Pilot · Daily use · Follow-up
An explained example
From monthly lists to a workflow for each client
A system connects client, period, tasks and history. Spreadsheets can still support analysis and exports. The Contabilidad San Vicente case shows how we define workflows before building software.
Explore the published case ↗For your decision
What needs to be clear.
Reason to change
Conflicting versions, duplication and unclear work status.
First delivery
A limited process with verified data and clear ownership.
Continuity
Permissions, backups, support and a way to correct errors.
Common questions
Questions before getting started.
Do we have to stop using Excel completely?
No. It remains useful for exploring data and reporting. Agree which information has its official source in the system.
Can migration happen in stages?
Yes. Start with one process, check results and extend scope when the operation is ready.
Keep exploring
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