Spreadsheets seem simple at first. But as soon as cases grow, they start breaking down. Files change, statuses get outdated, and no one is sure what is actually missing.
Why Spreadsheets Fail for Document Tracking
Spreadsheets rely on manual updates.
This leads to:
- Outdated status information
- Multiple versions of the same sheet
- Consultants tracking progress in their head
- Clients having no visibility
Eventually, follow-ups increase instead of decreasing.
What Replaces Spreadsheets
Modern document tracking systems use real-time status, not manual rows.
A proper system shows:
- Submitted documents
- Missing items
- Replacements required
- Timestamped uploads
Both the consultant and the client see the same status.
- When clients can see what is missing, they act faster.
- When consultants can see progress instantly, they stop chasing.
- Real-time visibility removes confusion on both sides.
Compliance and Privacy Considerations
Tracking systems must support:
- Secure storage
- Controlled access
- Clear audit trails
This keeps consultants aligned with RCIC obligations and PIPEDA standards.
The Practical Result
Consultants who move away from spreadsheets typically experience:
- Fewer follow-up emails
- Cleaner case files
- Less admin stress
- More time for actual consulting