As your business grows, you have to consider moving from spreadsheets to SaaS (software as a service) platforms for various operations. Here are a few questions to ask as you manage this complex process.

Spreadsheets vs. SaaS: What’s Changing?

Spreadsheets work fine for keeping records, but they’re not great for managing workflows. If your sheets have become too big, and all the workflows are manual, maybe it’s time to change. Which workflows would you automate with the SaaS in question?

Can You Get Your Data In and Out Easily?

Your data is one of your business assets, even if your business is not about data. Ensure that you can import and export your data in common formats such as CSV so you are not locked in with proprietary formats. If switching later would be a pain, it might not be the right tool.

Clean Up before Moving!

Moving to a new system is a great excuse to tidy up your data. If some columns in your spreadsheets are rarely filled in, do you really need them? Instead of cluttering your new setup with too many custom fields, consider rolling less-used data into a general notes section.
Note: This might need an exploratory data analysis of your datasets, and many of those tasks have become more accessible using AI tools. How can you clean up your house before moving?

Growth Costs Can Add Up

Many SaaS platforms charge based on how much data you store, how many seats you need, and some essential features that you can access only in the “premium” category. As a rule of thumb, software costs scale up with your revenue. If your revenue is growing while your profit is stagnant for a period of time, your software cost can grow disproportionately.

For example, if you're dealing with email lists, it’s worth comparing costs between providers and features – often there are orders of magnitude difference among providers for the same essential service. Ask how this tool will serve you as you grow.

For example, should you consider switching to an API-based email service to save email marketing cost?

Start Small and Experiment

In most cases, the tools provide free tier/trial periods – take advantage of that. Pay monthly even if it costs a bit more per year. If there are multiple SaaS products in your shortlist, try out the frontrunners before you commit. It’s important that you feel comfortable with the look, feel, and functionalities.

A Couple of Bonus Points:

• Automation – How easily does it integrate with the other tools you use?
• Adoption & Training – If the new system isn’t easy to use, your team might just stick with spreadsheets. A little training upfront can save frustration later.
• Conflict of Interest – If you have a consultant helping you with this process, make sure you ask them about their paid partnership status with the vendors. They are working for you, not for the vendors. 😀

A bit of planning now can make the transition way easier. Hope this helps, and feel free to send us your questions. Contact us if you would like to schedule a chat!