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Replace Excel with Power AppsReplace Excel trackers with a secure Power App

The shared spreadsheet that runs a process has outgrown itself. We turn it into a proper app with one version of the truth, without leaving Microsoft 365.

Book a spreadsheet reviewSee the approach Typical timeline: 3 to 6 weeks

The problem

Why this keeps going wrong

A tracker that started as a quick fix is now business critical. Several people edit it at once, columns get overwritten, nobody knows which copy is current, and the one person who understands the formulas is the single point of failure. There is no audit trail, permissions are all or nothing, and reporting means someone copying data into another workbook every Friday.

Signs you need this

  • People email copies of the tracker around or save versions with dates in the file name
  • Rows get overwritten or deleted and nobody can say who changed what
  • Only one or two people really understand how the workbook works
  • You have locked cells, hidden tabs and a page of instructions to stop mistakes
  • Managers ask for a status update because they cannot read the sheet themselves
  • Sensitive columns are visible to everyone who can open the file

How we solve it

The approach, step by step

The same consultant scopes, builds and hands over. You see working software in your own tenant every week.

01

Map the tracker and the process around it

We go through the workbook with the people who use it: what each column means, who updates what, and which rules live only in someone's head.

02

Design the data properly

The data moves into SharePoint lists or Dataverse, depending on volume, security and licensing. Lookups replace copy-pasted values and validation replaces colour coding.

03

Build the app with roles

A Power App gives each role the screens it needs: data entry for the team, approvals for managers, and read-only views for everyone else. It works on desktop, tablet and phone.

04

Migrate the history and automate the chasers

Existing rows are cleaned and imported. Power Automate sends reminders and status updates so nobody has to chase by email.

05

Report and hand over

A Power BI report or in-app dashboard replaces the Friday copy-paste. You receive the managed solution, documentation and a recorded walkthrough.

Typical stack

  • Power Apps (canvas)
  • SharePoint lists or Dataverse
  • Power Automate
  • Power BI
  • Microsoft Entra ID groups

Typical outcomes

What this pattern usually delivers

Typical ranges for this kind of work, not promises or results from a named client. Your own baseline is measured during scoping.

Working first version in front of users in around 2 weeks
Time spent on manual status updates and chasing typically reduced by 30% to 60%
Full change history on every record instead of none
Permissions by role, so sensitive fields are only visible to the people who need them
Reporting that refreshes on its own instead of a weekly manual rebuild

Typical timeline: 3 to 6 weeks, with a working first version early so you can react to something real.

Where to start

Spreadsheet-to-App

Replace a business-critical spreadsheet with a secure Power App, approvals and reporting.

from£6,500

3 to 6 weeks

  • Data model in Dataverse or SharePoint
  • Canvas or model-driven app with role-based access
  • Power Automate approvals and notifications
  • Handover, documentation and 30-day warranty
Book an app scoping call

All prices exclude VAT. Final fixed price confirmed in writing after a free scoping call.

FAQ

Replace Excel trackers: common questions

Should our spreadsheet move to SharePoint or Dataverse?

SharePoint lists suit smaller datasets, simple relationships and teams that only need standard Microsoft 365 licences. Dataverse suits larger volumes, complex relationships, row-level security and auditing, but it needs premium licences. We recommend one in writing, with the licensing cost, before any build starts.

Will we need extra Microsoft licences?

Often not. A canvas app on SharePoint with standard connectors is usually covered by most Microsoft 365 business and enterprise plans. Dataverse or premium connectors need Power Apps Premium, per-app or pay-as-you-go licences. Our free licensing calculator gives a first estimate.

Can we keep using Excel for analysis?

Yes. Data in SharePoint or Dataverse can still be exported or connected to Excel for ad hoc analysis. The difference is that Excel stops being the system of record, so analysis no longer risks breaking the process.

What happens to our existing data?

We clean and import it as part of the build. Duplicates, inconsistent spellings and free-text fields that should be choices are tidied up first, and you check a sample before the cut-over.

How much does replacing a spreadsheet with an app cost?

Our Spreadsheet to App package starts from £6,500 excluding VAT. The final fixed price depends on the number of screens, roles, integrations and how much data needs migrating, and is agreed in writing before work starts.

Get a fixed price

Describe your version of this problem.

  • A personal reply within one working day
  • An honest view on whether Power Platform fits
  • A rough budget before any commitment
Reply within one working day. No sales sequence.

Tell us about the process that is slowing you down.

A free 20-minute call with the consultant who would do the work. You get an honest view on fit, a rough budget and the next step. No sales sequence.

Book a spreadsheet reviewSee packages