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What’s Best For Small Business Owners? Google Sheets Vs Microsoft Excel
Sep 20, 2023 | Shreya Singh
Small business owners often find themselves faced with a multitude of tasks and responsibilities, from managing finances and tracking inventory to analyzing data and creating reports. In this digital age, spreadsheet software has become an indispensable tool for businesses of all sizes. When it comes to spreadsheets, two names stand out: Google Sheets and Microsoft Excel. Both offer powerful features and capabilities, but which one is the best choice for small business owners? In this blog post, we will explore the strengths and weaknesses of Google Sheets and Microsoft Excel to help you make an informed decision that suits the unique needs of your small business. Whether you're a solopreneur, a startup founder, or a small business owner looking to streamline your operations, this comparison will provide valuable insights to assist you in choosing the right spreadsheet software. Basic differentiation between Google Sheets and Microsoft Excel:
INTERIOR DESIGNER
Interior designers employ both Excel and Google Sheets in their professional tasks. However, there is a clear distinction in terms of which application offers greater productivity and value for a small interior design business. Let's examine which of the two platforms proves to be more beneficial in enhancing efficiency and value for interior designers.
An interior designer is tasked with a diverse range of responsibilities, and the utilization of Excel or Google Sheets streamlines various aspects of their work. In order to arrive at a definitive assessment, a meticulous examination of both applications in relation to each job duty is conducted.
I. Consulting with the clients
Interior designers typically start by meeting with their clients to discuss their needs and goals for the project. They will ask questions about the client's lifestyle, budget, and style preferences. The foundation of a good project depends on how an interior designer collaborates with different stakeholders who are associated with the project and if not, how to approach them so that they come on board. Google Sheets are preferred when gathering information about the client's needs and goals, such as their lifestyle, budget, and style preferences.
Specific ways that Google Sheets can be used for consulting with clients:
➔ Creating a questionnaire: You can create a questionnaire in Google Sheets to collect information from clients. This can help you to get a better understanding of their needs and goals.
➔ Tracking the progress of the consultation: You can use Google Sheets to track the progress. This can help you track what has been discussed and what still needs to be addressed.
➔ Making notes: You can use Google Sheets to make notes during the consultation. This can help you to remember important information and to track your thoughts.
➔ Sharing the spreadsheet with the client: You can share the spreadsheet with the client so that they can see the information that you have collected and make changes. This can help to ensure that the consultation is a collaborative process.
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II. For regular meetings
For this purpose, Google Sheets are preferable for multiple reasons. One of them is Excel, which is a very powerful tool with various functionalities, and scheduling meetings can be easily done through Google Sheets. Another reason is that, while it takes time for people to learn Excel, Google Sheets are easier to use and more collaborative.
Specific ways that Google Sheets can be used to schedule regular meetings with clients:
➔ Creating a calendar: You can create a calendar in Google Sheets to track the dates and times of your meetings. This can help you to keep track of your availability and to make sure that you do not double-book yourself.
➔ Sending reminders: You can use Google Sheets to send reminders to your clients about upcoming meetings. This can help ensure that your clients do not forget about your meetings and are prepared for them.
➔ Collaborating with clients: You can share the spreadsheet with your clients so that they can see the dates and times of the meetings and make changes. This can help to ensure that the scheduling process is collaborative and that everyone is on the same page.
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III. Calculating Quantities and Producing Estimates
Excel and Google Sheets can be used to calculate quantities of materials and furniture needed for interior design projects by using formulas to calculate the area or volume of different spaces. An interior designer could create a spreadsheet that includes columns for the length, width, and height of each room in the project. The designer could then use formulas to calculate the area of each room and use that information to calculate the quantity of flooring needed for the space.
They can be used to create estimates for interior design projects by using formulas to calculate the cost of materials and labor.
For example, an interior designer could create an estimate spreadsheet that includes columns for the quantity of each material needed, the cost of each material, and the cost of labor. The designer could then use formulas to calculate the total cost of the project. The use of Google Sheets and Excel depends on the size of the project and its budget.
★ The size of the project: If the project is large and complex, then Excel may be the better choice. Excel can handle more data and more complex calculations than Google Sheets.
★ The budget: If the project has a limited budget, then Google Sheets may be the better choice. Google Sheets is free to use, while Excel requires a subscription.
IV. Creating Digital Mood Boards
Digital mood boards are visual collages or collections of images, text, and other visual elements that designers use to convey a specific style, theme, or concept for a project. They serve as a visual reference point and help stakeholders, including clients, understand the overall aesthetic and feel that the designer is aiming to achieve.
Interior designers can use both Excel or Google Sheets to create basic digital mood boards by inserting images, arranging them in a grid layout, adding hyperlinks, and providing descriptions or notes in adjacent cells. However, it's important to note that these platforms have limitations in terms of visual design capabilities compared to specialized graphic design software or dedicated mood board tools.
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V. Colour Palette tool
The interior designers can make a spreadsheet of the colors they are considering using, the brands of paint, the colors of the furniture, drapery, carpeting, wood, or laminate flooring.
Either they can use a text-based color palette like in this you have columns for different items (like walls, furniture, etc.) and corresponding information for each, including the brand of paint, paint color, furniture color, drapery color, carpet color, and type of flooring.
Or it can be a shade-based palette in which colors are put which you are considering using, the brands of paint, the colors of the furniture, drapery, carpeting, wood, or laminate flooring.
Google Sheets would be preferred for this, as it is inclusive of the collaboration and sharing feature. Various stakeholders can add their comments for the same. Additionally, it can even engage on a large scale and is easy to use.
Various requisites for the good implementation of a project-
https://www.houzz.com/pro-learn/blog/startup-guide-interior-design-project-collaboration-tips
VI. Add-ons Marketplace-
Add-ons are extensions or plugins that can be integrated into applications like Google Sheets and Excel to enhance their functionality and capabilities. These add-ons can provide a wide range of features and tools to help users process data more efficiently and effectively.
Widely used Add-ons are:-
● Houzz Pro - The Houzz Pro add-on can be used to create a spreadsheet of all of the products that you need to source for a project. You can then use this spreadsheet to generate a quote for your client or to place an order with Houzz.
● Wayfair Pro - add-on to create a shopping list for your client. This shopping list can include all of the products that you have selected for the project, as well as the estimated cost of each item. You can then share this shopping list with your client so that they can purchase the products themselves or give you permission to purchase them on their behalf.
These add-ons are helpful in the following ways;
★ Product Catalog Management: Interior designers could potentially import product information directly from Houzz into Google Sheets.
★ Inventory Tracking: The add-on might allow designers to track the availability of products on Houzz in real time.
★ Order Management: The add-on could potentially offer features to facilitate the ordering process, such as generating purchase orders directly from the Google Sheets interface.
★ Client Communication and Presentations: The add-on might facilitate creating presentations for clients. Designers could easily pull in product images, descriptions, and pricing to showcase design concepts.
● Modsy - It can be used to create a 3D rendering of their client's room. They can then use this rendering to share your design ideas with your client and help them visualize their finished project.
This add-on is helpful in the following ways-
★ Design Project Management: Interior designers could potentially import design plans, furniture layouts, and product selections directly from Modsy into Google Sheets. This would streamline the process of creating and managing design projects.
★ Product Details and Specifications: Designers could extract detailed product information, such as dimensions, materials, and colors, directly into their Google Sheets. This would be crucial for accurate space planning and design implementation.
★ Budget Tracking: The add-on might allow designers to track the costs of products and design services from Modsy, helping to stay within project budgets.
VII. Extensive charts and graphs-
Excel can handle large datasets, and its grid-based structure allows users to work with extensive amounts of data in a structured and organized manner
Few examples:
● Color palette chart: This chart can be used to create and manage color palettes for different projects. It can include the color name, hex code, RGB value, and LRV (light reflectance value) for each color.
● Space planning chart: This chart can be used to plan the layout of spaces. It can include the dimensions of the space, the location of walls, doors, and windows, and the placement of furniture and other objects.
● Budgeting chart: This chart can be used to track the budget for a project. It can include the estimated cost of each item, the actual cost, and the difference between the two.
● Timeline chart: This chart can be used to create a timeline for a project. It can include the start and end dates for each task, the person responsible for each task, and the status of each task.
● Furniture inventory chart: This chart can be used to track the furniture inventory for a project. It can include the item name, quantity, dimensions, price, and vendor.
● Materials chart: This chart can be used to track the materials needed for a project. It can include the item name, quantity, dimensions, price, and vendor.
● Finishes chart: This chart can be used to track the finishes needed for a project. It can include the item name, quantity, dimensions, price, and vendor.
WHOLESALE BUSINESS
A wholesaler works as an intermediary between manufacturers and retailers. They contribute to various activities to facilitate the distribution of goods. To get to know which is better for a wholesale business, Excel or Google Sheets, we would have to do an analysis of each work responsibility of a wholesaler.
I. Product sourcing and management
This includes finding suppliers, negotiating prices, and managing inventory. It also includes creating product listings and ensuring that they are accurate and up-to-date. This can be done using a variety of tech tools, such as online sourcing platforms, inventory management software, and product listing generators.
Managing inventory often requires working with a huge chunk of data, even when it’s a small business. To run a business smoothly, Excel would be a better choice for a multitude of reasons, such as:
❖ Robust Features: Excel is a powerful spreadsheet software with a wide range of advanced features for data manipulation, formulas, and analysis.
❖ Offline Access: It can be used without an internet connection, making it suitable for businesses in areas with limited connectivity.
❖ Extensive Formula Library: Excel has a vast library of built-in functions and formulas, which can be beneficial for complex calculations.
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II. Marketing and Promotion
They promote their products to potential retailers. By showcasing offerings via trade shows, online platforms, and other marketing channels, they attract vendor interest and build client networks.
With the use of Excel and Google Sheets, a vast range of activities can be performed in the area of marketing and promotion such as:
● Creating a spreadsheet to track leads: A wholesale business owner can create a spreadsheet to track leads generated from trade shows, online platforms, and other marketing channels. This information can be used to identify the most effective marketing channels and to improve the overall marketing strategy.
● Creating a report on marketing campaign performance: A wholesale business owner can create a report to track the performance of marketing campaigns, such as the number of leads generated, the number of sales made, and the ROI. This information can be used to improve the effectiveness of future marketing campaigns.
● Creating a customer relationship management (CRM) system: A wholesale business owner can use Excel to create a CRM system to track customer contact information, orders, and payments. This information can help the business owner to provide better customer service and build stronger relationships with customers.
● Creating a marketing budget: A wholesale business owner can use Excel to create a marketing budget to track spending on marketing campaigns. This information can help the business owner make sure that they are getting the most out of their marketing budget.
● Automating email marketing campaigns: A wholesale business owner can use Excel to automate email marketing campaigns. This can save time and help the business owner to reach a wider audience.
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III. Payment Processing
This includes setting up payment gateways and accepting payments from customers. It also includes managing chargebacks and fraud. This can be done using payment processing software, fraud prevention tools, and chargeback management software. How can Excel help to make this work for a wholesale business?
For this function, Excel is preferred because it is more advanced and can undertake different functions more smoothly. Also, for a large chunk of data Excel is preferred.
Major things that are incorporated under Payment Processing:
❖ Creating a spreadsheet to track payments: A wholesale business owner can create a spreadsheet to track payments received from customers. This information can be used to manage cash flow and to identify any potential problems with payments.
❖ Creating a report on chargebacks: A wholesale business owner can create a report to track chargebacks received from customers. This information can be used to identify the reasons for chargebacks and to improve fraud prevention practices.
❖ Generating invoices: A wholesale business owner can use Excel to generate invoices for customers. This can save time and help to ensure that invoices are accurate.
❖ Processing refunds: A wholesale business owner can use Excel to process refunds for customers. This can save time and help ensure that refunds are processed correctly.
❖ Automating payment reminders: A wholesale business owner can use Excel to automate payment reminders for customers. This can help to ensure that payments are received on time.
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IV. Data Analysis
This includes collecting and analyzing data about sales, inventory, and customer behavior. This data can be used to improve the wholesale business in a variety of ways, such as identifying trends, optimizing pricing, and targeting marketing campaigns. This can be done using data analytics software, business intelligence (BI) tools, and CRM software.
The main things that are incorporated under this are:
➢ Creating a spreadsheet to track sales: A wholesale business owner can create a spreadsheet to track sales data, such as the date, product, quantity, and price. This information can be used to identify trends in sales and to make predictions about future sales.
➢ Creating a pivot table to analyze inventory levels: A wholesale business owner can create a pivot table to analyze inventory levels by product, location, and supplier. This information can be used to identify products that are selling well or poorly and to make decisions about inventory levels.
➢ Creating a chart to visualize customer behavior: A wholesale business owner can create a chart to visualize customer behavior, such as the number of customers who purchase a product, the frequency of purchases, and the average purchase amount. This information can be used to identify target markets and to develop marketing campaigns.
➢ Generating a report on sales performance: A wholesale business owner can generate a report on sales performance to track sales trends, identify top-selling products, and measure the effectiveness of marketing campaigns.
➢ Automating data entry: A wholesale business owner can automate data entry tasks, such as importing sales data from a spreadsheet or entering inventory levels into a database. This can save time and help to ensure that data is accurate.
In Excel, we can import data from a spreadsheet easily and the feature of making charts and pivot tables works smoothly in Microsoft Excel and also contains advanced level charts to demonstrate data.
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V. Marketplaces Add-on
Add-ons are extensions or plugins that can be integrated into applications like Google Sheets and Excel to enhance their functionality and capabilities. These add-ons can provide a wide range of features and tools to help users process data more efficiently and effectively.
Some highly used Add-ons by wholesale businesses are:
● Faire: It is a wholesale marketplace that connects retailers with over 50,000 brands. Faire offers a wide variety of products, including clothing, accessories, home decor, and gifts. This add-in allows users to import Faire data into Excel, generate reports, and manage orders.
● Abound: Abound is a wholesale marketplace that connects retailers with sustainably made products. Abound offers a wide variety of products, including clothing, accessories, home decor, and food.
● Handshake: Handshake is a wholesale marketplace by Shopify that connects retailers with American-made products. Handshake offers a wide variety of products, including food, beverages, clothing, and accessories.
How are these marketplaces used?
● Create a spreadsheet to track all of the products that you sell on different marketplaces. This spreadsheet can include the product name, description, price, inventory level, and marketplace links. You can use the marketplace APIs to automatically import this data into Google Sheets.
● Use a spreadsheet to generate price lists for your customers. These price lists can be generated based on the inventory levels and prices of your products on different marketplaces. You can use the marketplaces APIs to automatically update the price lists when your product data changes on the marketplaces.
● Use a spreadsheet to track your sales data from different marketplaces. This spreadsheet can include the order number, customer name, product name, quantity, price, and shipping date. You can use the marketplaces APIs to automatically import this data into Google Sheets from the marketplaces.
● Use a spreadsheet to generate reports on your sales data. These reports can be used to identify your best-selling products, your most profitable marketplaces, and your most popular customers. You can use the marketplace's APIs to automatically generate these reports based on your sales data.
E-COMMERCE BUSINESS
E-commerce is the process of selling goods and services over the Internet. Customers come to the website or online marketplace and purchase products using electronic payments. Upon receiving the money, the merchant ships the goods or provides the service.
Major work that an E-commerce business usually undertakes:
I. Website Development and Maintenance
A well-designed and functional website serves as the bedrock of any successful e-commerce venture. It acts as the primary interface between the business and its customers, shaping the entire user experience. Intuitive navigation, mobile responsiveness, and swift loading times are essential components. Security measures, such as SSL certificates, safeguard customer data, fostering trust.
Unfortunately, Excel or Google Sheets are not designed for website development and maintenance. Excel is not a web development tool and does not have the features or functionality necessary to create a functional and attractive website. But, they can be used to store data regarding the activities undertaken on that website.
II. Product Management
Product and Inventory management is very necessary for an E-commerce business as it involves the smooth functioning of the business and helps to avoid overstocking and understocking. Effective product listings and inventory management ensure customers can easily find and purchase what they're looking for.
There are many ways through which Excel and Google Sheets help an E-commerce business.
★ Creating an inventory spreadsheet: An e-commerce business owner can create an inventory spreadsheet to track inventory levels for each product. This spreadsheet can include the product name, the quantity in stock, the quantity on order, and the reorder point.
★ Creating an order tracking spreadsheet: An e-commerce business owner can create an order tracking spreadsheet to track orders. This spreadsheet can include the order number, the customer information, the products ordered, and the shipping information.
★ Generating a sales report: An e-commerce business owner can generate a sales report to track sales by product, by customer, or by date range. This report can be used to identify trends and to make informed decisions about inventory levels and marketing campaigns.
★ Automating inventory updates: An e-commerce business owner can automate inventory updates by connecting their Excel spreadsheet to their e-commerce website. This way, inventory levels will be updated automatically whenever a product is sold.
If it’s a small e-commerce business that is just starting out, then Google Sheets is a good option. It is free, easy to use, and accessible from anywhere. As the business grows, you may want to consider switching to Excel if you need more power and customization.
Excel can be used for more sophisticated inventory and product management than Google Sheets:
● Using macros: Macros are a way to automate tasks in Excel. You can create macros to automatically update inventory levels, generate reports, or send out shipping notifications. This can save you time and improve efficiency.
● Using conditional formatting: Conditional formatting is a way to highlight cells based on their values. You can use conditional formatting to highlight cells that are out of stock, that are low in stock, or that are close to their reorder point. This can help you to identify potential problems with your inventory levels.
● Using pivot tables: Pivot tables are a way to summarize data in a spreadsheet. You can use pivot tables to analyze your inventory data to identify trends, make informed decisions, and improve the efficiency of your business.
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III. Search engine optimization (SEO)
Search Engine Optimization (SEO) is paramount to the success of an e-commerce business. By fine-tuning your website's content, structure, and visibility, SEO ensures that potential customers can easily discover your products or services when conducting online searches. This leads to a significant boost in organic traffic, as your site is more likely to appear prominently in search results. In a highly competitive online marketplace, where numerous similar products vie for attention, effective SEO strategies can provide a crucial edge.
Excel and Google Sheets are valuable tools for managing SEO efforts for an E-commerce business:
★ Keyword Research and Analysis: Excel can be used to organize and analyze keyword data. You can create spreadsheets to track keywords, their search volume, competition, and relevance to your products.
★ Content Planning: Excel can be used to plan content based on keyword research. You can create content calendars to schedule when and where to publish optimized content.
★ On-Page Optimization: You can create checklists in Excel for on-page optimization tasks like meta title, meta description, header tags, and image alt attributes. This helps ensure that each page is optimized properly.
★ Backlink Tracking: Excel can be used to monitor and track backlinks. You can create spreadsheets to record the URLs of backlinks, anchor text used, and the domain authority of linking sites.
★ Competitor Analysis: Excel is useful for organizing data about competitors. You can track their keywords, backlinks, and content strategies to identify opportunities for improvement.
★ Performance Tracking: You can use Excel to create dashboards or reports to track SEO performance metrics like organic traffic, keyword rankings, bounce rates, and conversion rates over time.
Excel is known to be used in areas where a high amount of data is worked upon so, excel would be a more appropriate choice for this.
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IV. Analysis and Reporting
In the dynamic landscape of e-commerce, Analytics, and Reporting play a pivotal role in shaping the trajectory of a business. By meticulously tracking and dissecting customer behavior and sales data, e-commerce enterprises gain invaluable insights into consumer preferences, browsing habits, and purchasing patterns. This wealth of information empowers businesses to make data-driven decisions.
Additionally, analytics unveil the effectiveness of marketing campaigns, shedding light on what channels are driving the most conversions. This allows for a more targeted and cost-effective approach to advertising.
The main things that are incorporated under this are:
➢ Creating a spreadsheet to track sales: A wholesale business owner can create a spreadsheet to track sales data, such as the date, product, quantity, and price. This information can be used to identify trends in sales and to make predictions about future sales.
➢ Creating a pivot table to analyze inventory levels: A wholesale business owner can create a pivot table to analyze inventory levels by product, location, and supplier. This information can be used to identify products that are selling well or poorly and to make decisions about inventory levels.
➢ Creating a chart to visualize customer behavior: A wholesale business owner can create a chart to visualize customer behavior, such as the number of customers who purchase a product, the frequency of purchases, and the average purchase amount. This information can be used to identify target markets and to develop marketing campaigns.
➢ Generating a report on sales performance: A wholesale business owner can generate a report on sales performance to track sales trends, identify top-selling products, and measure the effectiveness of marketing campaigns.
➢ Automating data entry: A wholesale business owner can automate data entry tasks, such as importing sales data from a spreadsheet or entering inventory levels into a database. This can save time and help to ensure that data is accurate.
In Excel, we can import data from a spreadsheet easily and the feature of making charts and pivot tables works smoothly in Microsoft Excel and also contains advanced level charts to demonstrate data.
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