Spreadsheet software is widely used in companies to produce invoices, estimates, pay slips, plan activities, monitor tasks, report on progress… The best-known programs are : Microsoft Excel, Google Sheet, Apple Numbers, libre Office, OpenOffice, Framacalc, Onlyoffice, Zoho Sheet, GNumeric, WPS Office, etc. However, in some cases, spreadsheets can become complex to maintain, evolve or operate. To solve this problem, a number of software applications have been developed to automate calculations andtasks between spreadsheets and other company software. With just a few clicks, a spreadsheet can be transformed into a collaborative, operational tool that’s easy to share.
In this article, we’ll start by introducing you to the different spreadsheet creation software packages, followed by tools for automating and digitizing spreadsheets.
If you’re only interested in part 2, I invite you to go straight to it!
Part 1 – Spreadsheet software, comparison of Excel, Sheet, Numbers, Open Office…
How to choose your spreadsheet software?
Choosing the right software isn’t that complicated – it depends on your requirements and constraints.
Constraints represent the limits or restrictions to which software must conform. They are imposed by external factors such as standards, laws, regulations or limited resources. The constraint is therefore an aspect that is imposed on the company, non-negotiable and prohibitive for any service provider unable to take it into account.
Requirements, on the other hand, are requests for functionality, they can be prioritized, and alternatives can be found.
Examples of requirements :
- Number of software users
- Ergonomics
- Use on smartphones and tablets
- Catalog of formulas and functions. Mathematical, statistical, calendar, logical (and, or, if, else), currency functions…
- Pivot tables
- Graphics editing
- Integration of simulation and forecasting models
- Formatting functionality
- Export in certain formats
Examples of constraints:
- Data storage and hosting: in the cloud, on premise
- RGPD
- Security
- Use in offline mode
- Multi-language
- Connection to software for automated calculations in spreadsheet programs
Software comparisons
Google Sheet, the modern, powerful leader
The strength of Google Sheets lies in its real-time collaboration, with a wide range of features, optimum ease of use and compatibility with Microsoft Excel. It can be used directly from any web interface.
Price : Free with Gmail e-mail address or included in Google Workspace packages
How to use : Web
Smartphone application : Yes
Main advantage: Very powerful, with Airtable-like database functionality
Main Disadvantage: Having internet, even if this constraint is minimized with offline functionality
Possible export formats : .gsheet, .xlsx, .ods, .csv, .tsv, .pdf, .html
Modification history : Yes
Function catalog : 400+ functions
Real-time collaboration : Yes, unlimited
Easy to use : 5/5
Zoho Sheet, integrated with Zoho suite tools
Zoho Sheet excels in its integration with other Zoho tools, while offering advanced graphical visualization features.
Price : Free, but some features are subject to a charge
How to use : Web
Smartphone application : Yes
Main advantage: Integration with other Zoho tools
Main Disadvantage : Paid features
Possible export formats : .zsheet, .xlsx, .ods, .csv, .tsv, .pdf, .html
Modification history : Yes
Function catalog : 350+ functions
Real-time collaboration : Yes, unlimited
Easy to use : 4/5
Apple Numbers the most visual spreadsheet program
Numbers is ideal for users of Apple products (Macbook, iPad, iPhone). It offers user-friendly, ergonomic interfaces. One of its advantages is access to predefined templates and the ability to use interactive graphics to visualize data.
Price : Free for Apple users
Use : Web or On-premise
Smartphone application : Yes
Main advantage: Models and templates available
Main Disadvantage: Only usable on iOS
Possible export formats : .numbers, .xlsx, .csv, .tsv, .pdf
Modification history : Yes
Function catalog : 250+ functions
Real-time collaboration : Yes, unlimited
Easy to use : 4/5
Open-Office and LibreOffice Calc the most active open-source solution
Open-Office and LibreOffice Calc are two free, open-source solutions compatible with Microsoft Excel. A large number of functions are available, and advanced scenario management for forecasts and simulations is possible.
Price : Free
How to use : On-premise
Smartphone application : No
Main advantage: Open Source and a wide range of functions
Main Disadvantage : Non-collaborative
Possible export formats : .ods, .xlsx, .xls, .csv, .tsv, .pdf, .html, .dbf, .dif, .slk, .stc, .sxc, .xml
Modification history : Yes
Catalog of functions : 550+ functions
Real-time collaboration : No
Easy to use : 3/5
Framacalc open, collaborative and free
Framacalc is a free online spreadsheet program that offers a simple, privacy-friendly alternative to proprietary spreadsheet software.
Price : Free
How to use : Web
Smartphone application : No
Key benefit: Privacy and collaboration
Main Disadvantage : Limited functionality
Possible export formats : .csv, .xlsx, .ods
Modification history : No
Function catalog : NC
Real-time collaboration : Yes, unlimited
Easy to use : 3/5
Microsoft Excel, the historical leader
As the market leader, Microsoft Excel offers a wide range of functions. Its on-premise version is very powerful, while its web version is free but functionally poor.
Price: Pay-as-you-go, basic Office 365 version relatively feature-poor
Use : On-premise and Web
Smartphone application : Yes
Main advantage: Wide range of features
Main Disadvantage : High cost
Possible export formats : .xlsx, .xls, .csv, .tsv, .pdf, .html, .ods
Modification history : Yes
Catalog of functions : 450+
Real-time collaboration : Yes, unlimited
Easy to use : 3,5/5
WPS Spreadsheets, numerous models available
With an interface similar to Microsoft Excel and a wide range of ready-to-use templates, WPS Spreadsheets eases the transition for Excel users, while offering real-time collaboration and a free, ad-supported version.
Price : Pay, basic free version
How to use : On-premise
Smartphone application : Yes
Main advantage: Excel-like interface
Main Disadvantage : Advertising in free versions
Possible export formats : .et, .xlsx, .xls, .csv, .tsv, .pdf, .html
Modification history : No
Catalog of functions : 350+
Real-time collaboration : Yes, unlimited
Easy to use : 3,5/5
Part 2 – Spreadsheet automation platform
Why digitize or automate spreadsheet software like Excel or Google Sheet?
Spreadsheet software used by 2 or 3 people on a collaborative basis doesn’t pose too many problems. However, if the number of users and the amount of data increases, it’s impossible to keep up with solutions like Excel (Google Sheet might last a little longer, but no longer).
Spreadsheets as dense as the Amazon
More and more users, more and more data, multiple tabs or sheets, graphs in all directions, users breaking tables… In no time at all, the gardens of the Château de Versailles can turn into a swampy wasteland.
One solution might have been to segment Excel into several spreadsheets by use and link them together. But communicating with users and linking spreadsheets would have been too complex to maintain over time.
Versioning can quickly create chaos
Who’s ever heard :
“- Michel, I’ve been waiting a week for your work
– Ba si je l’ai fait.
– Ba non, je ne la vois pas.
– Ah mais je l’ai fait sur la mauvaise version…”
This play is unlikely to win a Molière, but I’m sure it’s a recurring problem. Very quickly, and sometimes for strange reasons, different versions of the same document live on in a company.
Input errors result in poor-quality data
Spreadsheet software such as Google Sheet offers a wide range of input options, with no help in formatting data. New entries then generate errors, duplicates, omissions and shifts.
Maintaining such a system is too complex.
Managing shares and permissions can be a real pain.
With Excel, Google Sheets or Numbers, it’s almost impossible to clearly define who has the right to enter data, and who has the right to access different groups of data. The only possibilities are reading only, commenting and editing (for example, editing only without access to the rest of the data is very complex).
Once you share your spreadsheet, there are risks.
Automating tasks takes a lot of brainpower
Without software to automate spreadsheet software, or to automate repetitive tasks, automatically update dashboards, generate PDFs, etc., implementing all these functions requires a certain level of mastery of specific development in code or no-code.
Find out more in our article on process automation
There are many platforms for automating spreadsheet software
These platforms allow you to structure, secure and streamline your spreadsheet, turning it into a simple database.
No technical skills are required to transform a Google Sheet or Excel into a visual, dynamic and interactive mini-software package.
The main advantages of this software :
- Ultra-customization to suit your needs.
- No more data entry errors or missing information. User data entry is supported by dynamic forms.
- Database security.
- Rights management.
- Connection to all your company’s other software, to avoid multiple entries of the same information in several programs, and to enable data to be displayed without risk on management or ERP software…
- Dashboards for effective supervision of activities.
- and many other features…
Software examples
- Glide Apps lets you create a mobile or web application in just a few minutes from a spreadsheet.
- Softr lets you build all types of products from a Google Sheet
- Bubble allows anyone to create a powerful, fully customized digital product without coding.
- And, of course, our Lapala tool, which transforms your Excel and your know-how into a logical sequence of tasks for different collaborators.
Now you know everything if you’re looking for spreadsheet software. Now it’s your turn! See you soon for more content!
Leave a Reply