Guide
CRM vs spreadsheet: which should you use?
A spreadsheet is a fine way to start. It stops working when more than one person relies on it, or when the next step matters more than the list.
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The short answer
Use a spreadsheet if you are on your own with a short client list and you rarely need reminders. Move to a CRM when several people deal with the same clients, when follow-ups start slipping, or when you need a dated history of who said what. A spreadsheet stores a list; a CRM also remembers the conversation and tells you what is due next.
Last checked 27 October 2026
What a spreadsheet does well
Credit where it is due. A spreadsheet is free or nearly free, everyone already knows how to use one, and you can shape it however you like.
- Quick to start: one row per client, a few columns, done
- Flexible: add a column whenever you need one
- Good for sums: totals, filters and charts are built in
- Easy to share a copy with an accountant or adviser
If you work alone, have a few dozen clients and keep your diary elsewhere, a well-kept spreadsheet may be all you need. Our guide Do I need a CRM? is honest about that.
Where spreadsheets start to break
Nothing reminds you
A "next action" column only works if someone sorts by it every morning. A spreadsheet will not bring an overdue call back to the top on its own.
History gets squeezed into one cell
Notes end up as a long cell of text with no dates or names, or in someone’s inbox where nobody else can see them.
People and companies get muddled
One row per company leaves nowhere tidy for the three people you deal with there. One row per person repeats the company details and they drift apart.
Several people, several versions
Files get copied, emailed and saved as "clients FINAL v3". Shared online sheets help, but it is still hard to see who changed what.
Spelling drifts
"Construction", "construction" and "Constuction" are three different things to a filter. A CRM with managed lists keeps them the same.
Side by side
| Simple CRM (such as Gather360) | Spreadsheet | |
|---|---|---|
| Client and contact details | Yes, people linked to their company | Yes, in rows and columns |
| Dated notes with author | Yes, every note timestamped with who wrote it | Only if you type it in |
| Follow-up reminders | Yes, overdue first on the home screen | Only if you sort and check it |
| Several people at once | Yes, everyone sees the same record | Possible with shared sheets, version issues are common |
| Different access levels | Yes, owner, admin and user roles | Limited |
| Files filed against a client | Yes, stored privately | Links or attachments elsewhere |
| Cost | £12.99 + VAT per user a month | Usually already paid for |
| Sums, charts and custom layouts | No, keep a spreadsheet for that | Yes, its strength |
Comparison of a simple CRM with a general spreadsheet. Bigger CRMs add pipelines, email sync and reporting; see our guide to the best CRM for a small UK business.
What changes
The morning list is the real difference
The biggest change when you move off a spreadsheet is not where the data lives. It is opening one screen and seeing what is overdue and what is due this week, for the whole team.
In Gather360 every follow-up belongs to a client and has an owner, so anyone can open it, read the notes and pick it up.
Send us your spreadsheet
Start a 30-day free trial, then email your spreadsheet to hello@gather360.co.uk and we will help get it in.
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Questions people ask
Can Excel be used as a CRM?
Up to a point. It can hold your client list, but it does not remind anyone, keep a dated history or show who changed what. Many small businesses start in Excel and move when follow-ups slip.
Is a CRM better than Google Sheets?
For tracking clients and next steps across a team, usually yes. For sums, charts and one-off lists, a spreadsheet is better. Plenty of businesses use both.
How do I move from a spreadsheet to Gather360?
Gather360 has no import wizard. Email your spreadsheet to hello@gather360.co.uk and we will help. Our guide on moving from Excel to a CRM covers how to tidy it first.
Can I get my data back out of Gather360?
Yes. A copy of your data is available on request by email to hello@gather360.co.uk. There is no self-serve export button at the moment.
What does a simple CRM cost compared with a spreadsheet?
Gather360 is £12.99 + VAT per user a month, with a 30-day free trial and no card. A spreadsheet is usually free, so the question is whether missed follow-ups cost you more than that.
See if it fits in ten minutes
Click round the live demo with no sign-up, or start a free trial with your own clients. No card, no sales call.
30-day free trial · no card · £12.99 + VAT per person a month after