From Excel to ERP
May 28, 2025
From Excel to ERP: When is your company ready?
Many companies start small, using Excel as a trusted partner for project administration, timekeeping or inventory management. But as the organization grows, so does the complexity. What once started out orderly, turns into a jumble of tabs, formulas and versions. Recognizable? Then maybe it’s time to think about the next step: an ERP system.
What are recognizable problems with growth?
Excel is often the tool of choice when starting a business. It is accessible, flexible and costs (almost) nothing. But over time, your processes become more complex – and it becomes increasingly difficult to keep track of everything in Excel.
Do you recognize any of these situations?
1. Multiple versions of the same file
Several colleagues work simultaneously on their own copy of an Excel file. Version control becomes difficult and errors easily creep in.
2. Duplicate data entry.
Hours are first recorded in Excel, then manually transferred to invoicing. This not only takes time, but also increases the risk of errors.
3. Limited vision
Figures don’t add up until someone updates them. Real-time reports or overview per project, customer or employee? Not possible without a lot of manual work.
4. Depending on ‘the Excel expert’
Often there is one colleague who really knows how formulas work or how to build that one pivot table. If that person isn’t there, everything grinds to a halt.
Do you recognize this? Then it’s good to know that many companies take the same route: starting with Excel, but eventually switching to an ERP system to keep a grip on their processes.
When are you ready for an ERP system?
Switching to an ERP system often feels like a big step, but in practice it is a logical choice. Yet many companies put off this decision. That delay is often just delaying execution – and ultimately leads to inefficiency and frustration. How do you know if your organization is ready? Note the following signs:
1. Your processes have become more complex
What once started with one project team and a few customers has grown into a network of multiple departments, projects, suppliers and tight deadlines. That pace can no longer be kept up with Excel.
2. You work with many separate systems or file
There is a separate Excel sheet for each project: one for timekeeping, one for invoicing, one for inventory management, and another separate document for quotes. All these files are in different locations, so no one has a complete overview of the project.
3. You lack overview of your numbers and accomplishments
You want insight at all times: How is the project doing? What is the status of the hours worked? Have all the invoices already been sent? In Excel, you have to look up separate documents each time, calculate manually or call colleagues to get answers.
What an ERP system does offer
So far, we have mostly discussed the limitations of Excel as your business grows. But now let’s look at just what an ERP system does offer you.
One central place for all your information
No more separate files, no more different tools or versions. Everything you need for a project – from hours and statuses to quotations and inventory – is all in one place. That means less searching, less switching, and above all: more control.
Less manual work, fewer errors
In Excel, you are often cutting, pasting and checking. Just one mistake in a formula can lead to wrong numbers. With an ERP system, this is a thing of the past. You enter data once, after which it automatically flows through to, for example, invoicing or project reporting. This prevents errors and saves time.
Collaborate better, in real-time
With an ERP system, teams work with the same, up-to-date data. Everyone sees the same overview and knows what the status is. No more loose emails or files being sent around. And in many systems you can even decide whether certain data is also visible to customers – ideal for transparency and trust.
Some ERP solutions go one step further with a built-in communication feed. This allows you to capture all project-related communication via an internal chat, directly in the project. Everything – from planning to consultation – in one place.
You don’t have to switch all at once
With the word “ERP,” many companies quickly think of a big, complicated and time-consuming process. But in reality, you can just start small – and that’s often the smartest approach.
Our tip: start with what you need right now. You really don’t have to change your entire organization right away. Many organizations choose to start with one module first, such as an activity module that allows employees to register their hours centrally.
Or a project module, which gives you direct control over ongoing projects. Think of insight into progress, deadlines, hours written and all communication around the project. Thanks to a communication feed, even contact between team members is clearly bundled within the project. Everything is in one place, and that gives you peace of mind.
From there, you can expand the ERP system step by step, at the pace that suits your organization.
The right ERP system for you!
Think your company is ready for an ERP system? Then Maki may be just what you are looking for! Maki is an all-in-one ERP solution with different modules, such as a projects module, tasks module, ticket module and more. You simply choose what you need.
With Maki, you manage all your business activities conveniently in one place. No more separate systems, just one integrated platform that grows with your organization. And the best part? Maki is easy to implement, so you can get started quickly.
Is Maki right for you? Then try our 30-day free trial and see for yourself how Maki helps you transition to an efficient ERP system.