1. Several versions of the same file
The file is called "stock_new", "stock_new_2" and "stock_FINAL". Nobody knows for sure which one is current, and two people updated different copies on the same day. A system has one single, shared version of the truth.
2. The monthly report takes days
The figures have to be pulled from the web shop, the accounting system and the booking list, pasted together and checked. By the time the report is done, it is already out of date. A dashboard fetches the data automatically and shows the situation now.
The time spent today on compiling figures can instead be spent on understanding them and making decisions.
3. Everything depends on one person
There is one person who understands the formulas, and when that person is ill or leaves, the work stops. In a system the logic is built in, and more people can do the job.
4. Errors found too late
A formula pointing to the wrong cell, a row that was accidentally deleted, or a stock level that was never updated. In Excel such errors are often noticed only after they have already cost money. A system can check the data as soon as it is entered.
For example, a date must be valid, an item number must exist, or an order cannot be saved without a customer.
5. You do not know who changed what
When several people work in the same file, it is hard to see who changed a price or removed an order. A system can have roles and permissions and keep a history of changes.
What a dashboard gives you
A dashboard gathers what actually drives the business in one place:
Keep in mind that fewer figures are often better. Choose the key figures you actually act on, and let the rest live in reports you can pull up when needed.
- Sales per day, week and product.
- Occupancy, bookings and cancellations.
- Stock levels and purchasing needs.
- Export to Excel and PDF when the board or the auditor wants figures.
A system does not have to be big
Leaving Excel does not mean you have to buy a large ERP system. Often it is enough to move the flow that hurts the most, for example purchasing and inventory, into a simple system and let Excel stay where it works.
I have built a finance and ERP system with double-entry bookkeeping, purchase orders, inventory management and a finance dashboard, as well as purchasing and supplier dashboards in a supplier portal. I also hold an accounting qualification (ACCA Certified Accounting Technician), so I understand the numbers behind the systems.
Do you recognise some of the signs? Book a free 15-minute meeting. Read more about dashboards and reporting and ERP and finance.
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Frequently asked questions
Do we have to stop using Excel completely?
No. Excel works well for many tasks. The goal is to move what causes the most errors and duplicate work, not to get rid of Excel.
Can we get data out to Excel from a new system?
Yes. Export to Excel and PDF is a common part of reporting.
Where do you start?
With the flow that takes the most time or causes the most errors. A short meeting is often enough to find the right starting point.