One customer, many sites
Contacts and addresses are linked once instead of being copied between tabs and files.
KEYRAXVS EXCEL AND GOOGLE SHEETS
Outgrowing the service spreadsheet?
Excel and Google Sheets are fine for a customer list. They break when you need to connect sites, installed equipment, photos, tasks and years of visits — and share it with technicians in the field.
ONE CONNECTED RECORD
A service site without five separate tabs
Contacts, equipment, files and completed work linked to the same customer site.
2 contacts3 systems7 work entries
Demo data
THE PRACTICAL DIFFERENCE
Links between records do not get lost as the work grows.
The problem is not the number of rows. It is that one row and a comment can no longer explain what happened at a site.
Equipment with a history
Installations, components, replacements and repairs form a timeline instead of a crowded notes column.
Photos where they belong
Photos and documents are attached to the visit and the site — not scattered across chats and shared folders.
THE BREAKING POINT
Four signs your spreadsheet is no longer enough.
Spreadsheets work while one person keeps them and nothing needs to be linked. They start failing quietly once the business grows past that.
- 01Customers have more than one site
- 02Equipment changes and nobody knows what is there now
- 03Several people edit the same file
- 04Technicians need the history on a phone
A CLEARER CHOICE
What changes in daily work
You see the difference when a technician needs to know everything about a site, not one row in a file.
Work areaSpreadsheetKeyrax
Customer and site context
SpreadsheetSplit between tabs and files
KeyraxOne card per customer site
Installed equipment
SpreadsheetFree text or extra columns
KeyraxSystems, components and replacements
Photos and documents
SpreadsheetLinks to folders and messages
KeyraxAttached to the visit and the site
Visit history
SpreadsheetHard to keep complete and readable
KeyraxA dated timeline of work
Working from a phone
SpreadsheetTiny cells, easy to break a formula
KeyraxScreens designed for mobile
Access
SpreadsheetAnyone with the link sees everything
KeyraxRoles and permissions per person
QUESTIONS
Frequently asked questions
When is a spreadsheet still enough?
For a simple customer list or a small equipment register kept by one person, a spreadsheet can be enough. It gets fragile once several people and sites are involved.
Can we import our existing spreadsheet?
There is no self-service importer yet. Bring an example to the demo and we will agree on the starting point — many teams simply start with the sites they visit next.
Do we have to move all old data at once?
No. You can start with new visits and build the history as you go.
Does Keyrax replace financial spreadsheets?
No. Keyrax is for technical service history, not bookkeeping or financial reporting.
A GOOD TIME TO MOVE ON
Keep spreadsheets for lists. Keep service history in Keyrax.
Start with one customer site and see the difference on the next visit.