From Google Sheets to SaaS Management Tools: Why Spreadsheets Aren’t Enough as You Scale

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As businesses grow, so does the complexity of managing operations—including software subscriptions. Like many finance professionals, I’ve always had a soft spot for spreadsheets. They’ve been my trusted companion since my junior accounting days, and their versatility makes them hard to beat for smaller tasks. But when it comes to managing SaaS tools at scale, even my love for spreadsheets met its limits.

This realization is one reason I founded Cenplify. I saw firsthand how businesses struggled with SaaS sprawl and needed a dedicated solution. But let’s rewind to when I relied heavily on Google Sheets.

The Limitations of Spreadsheets for SaaS Management


Collaboration Challenges

I experienced these challenges head-on while managing a Google Sheet that tracked over 50 company subscriptions across nine large teams. At first, we thought we’d solved the problem by assigning two or three people per team to input data. IT was responsible for maintaining the sheet, organizing it into sections for each team.

However, the plan unraveled quickly. Teams weren’t consistent in their updates, and data inaccuracies piled up. Every month, IT had to clean up the sheet just to make it usable. Eventually, they limited access to one person per team, which helped with data integrity but slowed updates and caused frustrations.

Spreadsheets, even with tools like Google Sheets’ real-time collaboration, simply don’t scale well for these situations.


Scalability Issues

Spreadsheets are fantastic for small datasets but start to buckle under the weight of more extensive operations. Large datasets lead to sluggish performance and increased chances for human error.

For example, our subscription tracking sheet started as a manageable 10-row table. As the company grew, it ballooned into a sprawling document with tabs for contracts, renewals, and owners. Finding specific details became a scavenger hunt, and no amount of color-coding could save us.


Lack of Automation and Integration

Spreadsheets rely on manual inputs, which increases workload and risks errors. They also lack seamless integration with other systems, making it hard to pull real-time data.

For instance, every time we renewed a subscription or onboarded a new tool, someone had to update the sheet manually. If we missed anything, it disrupted our forecasting.





Tools That Help Solve These Challenges

If you’ve reached the tipping point with spreadsheets, consider these alternatives:

1. SaaS Management Tools

Tools designed for SaaS management help centralize subscriptions, automate renewals, and monitor usage.

  • Airtable: Combines spreadsheet simplicity with database functionality for better organization.
  • Tropic: Focuses on procurement and subscription negotiations to save costs.

2. Business Intelligence (BI) Tools

For deeper insights into SaaS usage and costs, BI tools are invaluable.

  • Power BI: Offers dynamic dashboards and integrates seamlessly with Microsoft systems.
  • Tableau: Excels in data visualization, turning numbers into actionable insights.

3. Automation Platforms

Automation tools connect systems and reduce manual tasks.

  • Zapier: Automates workflows between apps, such as syncing SaaS data with financial software.
  • Integromat: Provides advanced customization for complex automation needs.


Cenplify: Bridging the Gap

Building Cenplify stemmed from these exact frustrations. While spreadsheets forced my previous IT team into constant firefighting, Cenplify is designed to be proactive. It provides a centralized platform for SaaS management, reducing reliance on manual processes while improving visibility.





Lessons Learned

Reflecting on those Google Sheet days, here’s what I wish I’d done sooner:

  1. Start small but plan for scale: Spreadsheets worked at first, but I should’ve explored scalable tools earlier.
  2. Track usage rigorously: Spotting unused licenses earlier could’ve saved significant costs.
  3. Prioritize collaboration: A tool everyone can use reduces silos and boosts accountability.

Spreadsheets will always have their place—they’re great for quick calculations or small-scale tracking. But as teams grow, so do their SaaS needs. By switching to dedicated tools, you can avoid the chaos of monthly cleanups and focus on driving efficiency.

Don't let spreadsheets hold you back. Visit www.cenplify.com to discover a better way to manage your SaaS stack