One of the most common project type that we carry out, and get enquiries about, is migrating old systems to new. What that usually means, is a company has been running its invoicing, stock management, quote system, or possibly a lot more, through something like a spreadsheet, or an Access Database.

Now this may not seem a bad idea when the company is small, say between 1 and 5 people, as it’s very possible there will not be a great deal to manage.

However, when the company grows beyond 10, 20 or even 100 staff, the unsuitability of these platforms to manage such tasks quickly becomes apparent.

Excel files become almost impossible to manage, mainly due to the speed, the number of tabs and functions. Access databases become way too big, and tend to have functionality added to them over the years, which causes an array of issues with data management if not done correctly.

Now, when we take on a project such as this, we start by deciding whether the replacement solution will be desktop based (i.e. an installed program on windows), or a web app, which is accessed through a browser, and is stored either in the cloud or on a local server.

There are many factors that go into this. For example, if it was a system that allowed staff to login and submit their hours for a job, and other data relating to it, then it would be more suited to an online solution. If the Software was to be used and managed by one person, or required specific APIs to talk to other applications, then the desktop route would be advised.

There are numerous advantages to be gained by your company when you replace an old system with a new one. We have listed a few below:

• Faster – New technology can handle data much better than Excel and Access
• Efficiency – The time it takes to carry out a task can be drastically reduced. Whether it is creating an invoice, running reports, or adding staff hours, these processes can be simplified, and automated.
• Cost – Whilst there is an initial outlay with replacing older systems, you will find that they do pay for themselves. Costs are reduced in a variety of ways, including reduced admin costs, reduction of invoicing mistakes, and new software can even lead to increased revenue, if the software is client facing.
• Flexibility – Excel is just a spreadsheet, and Access is, well, Access, and, at the best of times, there is only limited communication to other relevant data. Both bespoke desktop and web applications can communicate with most other software packages you have through an API (Application Programming Interface). This means that it can pass account information or invoicing details to Sage, or another accounting package, it can pull in supplier information through CSV uploads, and much more.
• Future Proof – Getting a bespoke piece of software means that it is more than capable of being updated in the future. You may want to add additional functionality, or to automate certain tasks. Whatever it is, it can be done, as there are almost no limitations to what can be done.

So, with all of the above taken into consideration, it is clear that you should start to reconsider that creaking Excel file with its 32 sheets, endlessly scrolling through rows and rows of data, or that 1GB Access database file with its constant crashing, and think about how much more efficient your company could be.

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