A spreadsheet can remain the right tool for a small, stable process.
Look for failure in the working process
A spreadsheet can remain the right tool for a small, stable process. Consider a system when conflicting copies, access requirements, repeated imports or missed approvals become costly. Count those incidents before deciding that the file itself is the problem.
Define the minimum system
List the records, permissions and state changes the process needs. For example, a quote register may need one current price, a revision history and approval before sending. It does not necessarily need a complete CRM. Preserve useful formulas and establish a single definition for each field before migration.
Migrate without losing the audit trail
Test old and new outputs against the same records. Resolve duplicate identifiers, incomplete rows and inconsistent dates. Keep a read-only export and a rollback route. Train users on the new handoffs, then compare error rates and time spent maintaining the record. A new interface is useful only if the underlying process improves.