When should a spreadsheet become a system?
Estimate the annual manual hours behind a repetitive workflow, then get a restrained recommendation: keep the spreadsheet, configure existing software, or consider a focused internal tool.
This is a directional estimate, not a business case. It does not map edge cases, integrations, security needs, or the real process behind the spreadsheet.
Size the manual work
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Formula
runs per year × minutes per run × people ÷ 60 × error multiplier × reconciliation multiplier
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Suggested phase-one requirements
This estimate sizes repetition and coordination only. A Workflow Review maps the actual steps, exceptions, data, permissions, and integrations before any software decision.
Shareable result
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A screening tool, not the workflow review
The recommendation helps choose where to investigate. It does not assume custom software is the answer, calculate dollar ROI, or replace detailed process mapping.
Protect the simple case
A low-volume, single-person workflow with no reconciliation and one permission level may not deserve a new system yet.
Test the existing market
Common workflows with moderate volume and limited complexity may fit software that already exists.
Investigate focused software
High manual time, frequent rework, heavy reconciliation, or multi-role coordination can justify mapping a focused internal tool.