How Many Spreadsheets Is Too Many? 5 Signs It's Time for PropTech

bberrodin
2 hours ago
2 min read

In real estate and property management, spreadsheets have long been the trusty sidekick. From tracking lease agreements to monitoring maintenance requests, Excel and Google Sheets have helped property teams stay organized. But at what point does your reliance on spreadsheets become a liability? If your team is drowning in rows and columns, it might be time to consider PropTech solutions.

5 Signs Your Property is Ready for PropTech

1. Data Lives in Multiple Places

When information is scattered across several spreadsheets, it’s easy for things to slip through the cracks. Are your tenant records in one file, maintenance requests in another, and financials somewhere else entirely? If so, your team probably spends more time consolidating data than actually analyzing it. A centralized PropTech platform brings everything together, giving you a single source of truth to utilize effectively.

2. You’re Spending More Time Updating Than Using Data

Spreadsheets are powerful, but only if they’re up to date. If your team is constantly entering, reconciling, and double-checking numbers, that’s a huge drain on productivity. PropTech can automate routine updates and reduce errors quickly, freeing your team to make decisions based on insights rather than endless data entry.

3. Collaboration Is a Nightmare

Are multiple versions of the same spreadsheet floating around? Is your team constantly confused over the latest numbers? If your team struggles to collaborate effectively in real time, spreadsheets are holding you back. PropTech platforms are designed for collaboration, where everyone sees the same live data, and role-based permissions keep sensitive information secure.

4. Reporting Feels Like a Full-Time Job

Spreadsheets can handle reporting, but complex or recurring reports take time and effort. If preparing financial summaries, occupancy reports, or portfolio performance metrics feels like running a marathon, PropTech can simplify the process. Most platforms even offer automated reporting with dashboards that provide instant, actionable insights.

5. Growth Is Outpacing Your Tools

Finally, ask yourself: Can your current spreadsheet system scale as your portfolio grows? If adding more properties, tenants, or maintenance tasks creates chaos, it’s a clear sign that your team needs a more robust solution. PropTech grows with you, handling complexity without sacrificing accuracy or efficiency.

Moving Beyond Excel

If your team is buried in spreadsheets, wasting hours reconciling data, and struggling to collaborate or scale, that's both an inconvenience and a massive risk to your business. PropTech isn’t just a nicer way to organize numbers; it’s a smarter way to run your portfolio. By centralizing data, automating reporting, and giving your team real-time insights, the right platform turns chaos into clarity, helping you work faster, make smarter decisions, and grow without limits.

Ready to simplify your property management? BGSF’s PropTech team, a member of the Yardi Independent Consultant Network, helps you tap into the strongest platforms to centralize your data, automate reporting, and give your team real-time insights, so you can spend less time on spreadsheets and more time growing your portfolio. Learn how today!