Migrating from spreadsheets to a database-backed system

Many processes begin in spreadsheets: stock lists, client registers, project trackers. Eventually several people edit copies, formulas break and nobody knows which version is right.

Signs it is time to move

• Several people need to edit the same data.
• Mistakes in formulas or copied rows cause real problems.
• You need history: who changed what, and when.
• Data must be linked to other systems.

Understand the spreadsheet first

Each column becomes a field; repeated values often become a separate table. Hidden logic in formulas becomes business rules in the application.

Clean before migrating

Remove duplicates, standardise names and fill gaps before import.

Keep what users liked

Spreadsheets are flexible and familiar. Provide exports, filters and simple screens so the new system does not feel like a step backwards.

Run in parallel briefly

Use both for a short period, compare totals, then retire the spreadsheet.

See our business systems development.