CRM vs Excel: what to choose for tracking
Updated 2026-05-31
Excel (Google Sheets) is a free, flexible way to start tracking orders, but everything is calculated by hand, formulas break, and several people get in each other's way. A CRM automates statuses, stock and delivery, won't let you sell a product you don't have, and stores the customer's history. The rule is simple: up to ~30–50 orders a month a spreadsheet is enough; beyond that it pays to move to a CRM — especially since a basic CRM can be used for free.
In short: Excel vs CRM
Excel and a CRM solve the same task — tracking orders — but in different ways. Excel gives you a blank sheet and total freedom; a CRM gives you structure and automation. Below is where each one is stronger.
When Excel is just fine
- Few orders. A handful a day are easy to keep in one spreadsheet.
- One or two staff. No conflict over shared editing.
- A simple process. No warehouse, reservations or complex statuses.
- Zero budget. Google Sheets is free and familiar to everyone.
Where Excel starts getting in the way
- No stock reservation. A spreadsheet won’t stop you selling a product you no longer have.
- Manual calculations. You have to work out revenue, conversion and stock levels yourself.
- Fragile formulas. One shift and the data “floats away”, and the error is hard to find.
- No reminders. A spreadsheet won’t prompt you to call back or ship an order.
- Working together. Several people get tangled up in each other’s rows.
What a CRM gives you instead
A CRM calculates stock and reservations automatically, moves orders through the funnel of statuses, stores the customer’s history and LTV, and creates the Nova Poshta waybill (TTN) straight from the order. The manager works in a single window, and the owner sees the analytics without manual reports.
When to switch from Excel to a CRM
The signs are obvious: stock levels get confused, orders get lost, you forget to call back, and reports eat up your evening. Usually this is 30–50 orders a month. The good news is that the switch needs no budget: a free CRM covers basic tracking with no subscription. For how to set up order tracking, see the guide on how to track orders.
FAQ
What's better for tracking orders — Excel or a CRM?
Excel is good for getting started and for small volumes, because it's free and flexible. A CRM wins when there are many orders: it calculates stock and reservations automatically, tracks statuses, creates waybills (TTN) and stores the customer's history. The tipping point is around 30–50 orders a month.
Can you track orders for free in Excel?
Yes, in Google Sheets or Excel it's free. But you pay with your time: you enter and calculate everything by hand, and formula errors easily corrupt the data. A free CRM removes this manual work.
What's the main drawback of Excel for a business?
No automation or control: a spreadsheet won't reserve a product, won't remind you to call back, won't build a funnel, and breaks easily when several people work in it at once.
Is it hard to switch from Excel to a CRM?
No. Products and customers are imported from the spreadsheet via CSV, and from then on orders are handled in the CRM. Signing up for a free CRM takes 60 seconds.