The best spreadsheet software alternative to Excel depends on what you want your spreadsheet to do. In terms of familiarity and accessibility, Google Sheets is a clear winner. If you are looking to share or collaborate, Airtable, Smartsheet, and Notion might be better choices. Method CRM is the best option for QuickBooks and/or Xero-based businesses that use spreadsheets to handle things like quotes, invoices, and workflows that interact with accounting data.
TL;DR
- Excel remains useful for calculations, models, budgets, pivot tables, VBA, and flexible analysis.
- The best Excel alternative depends on the job: spreadsheet work, structured records, project tracking, documentation or customer workflow automation.
- Google Sheets is a strong option for teams that want familiar spreadsheet work with browser-based collaboration.
- Airtable, Smartsheet, and Notion are better suited to structured records, projects, and shared documentation than traditional flat spreadsheets.
- Method CRM is built for QuickBooks- or Xero-based businesses that need a customizable system for managing customers, quotes, invoices, orders and follow-ups connected to accounting data.
What type of Excel alternative does your business actually need?
If your use of Excel is primarily for analysis, reporting, and/or forecasting, you most likely don’t need another spreadsheet application. However, when those spreadsheets are used to manage daily business processes such as customer interactions, quote requests, orders, approval processing, and follow-up activities, it is generally time to move toward a CRM or workflow management system.
This is important because different applications are designed to solve different types of problems. For example, a marketing team developing and publishing a content calendar could easily utilize a shared spreadsheet. On the other end, a distributor with multiple people involved in generating quote requests, fulfilling sales orders, and communicating with customers about sales orders and invoices would greatly benefit from a system that integrates seamlessly with their existing tech stack.
| When Excel is being used for… | Start by evaluating… | Named options covered in this guide |
|---|---|---|
| Shared lists, calculations and familiar spreadsheet tasks | A direct spreadsheet alternative | Google Sheets, LibreOffice Calc, Apple Numbers, Zoho Sheet, WPS Office Spreadsheets, OnlyOffice |
| Related records, filtered views and lightweight databases | A database-style workspace | Airtable |
| Timelines, projects, owners and approvals | A work management platform | Smartsheet |
| Internal documentation combined with structured lists | A documentation workspace with database features | Notion |
| Customers, leads, quotes, invoices, orders and follow-ups connected to accounting data | An accounting-connected CRM and workflow platform | Method CRM |
| Books, reconciliations and financial reporting | Accounting software, not spreadsheet software | Discussed after the ranked list |
| Advanced querying or large analytical datasets | A database or analytics tool, not another spreadsheet | Discussed after the ranked list |
Cost is also an important filter when comparing Excel alternatives. The chart below compares starting monthly prices to help you quickly distinguish free spreadsheet options from paid business systems with all the bells and whistles.
| Tool | Starting monthly price |
|---|---|
| LibreOffice Calc | $0 |
| Apple Numbers | $0 |
| Zoho Sheet | $0 |
| WPS Office Spreadsheets | $0 free plan; paid plans available |
| Google Sheets / Google Workspace | Free; Workspace starts at $7 per user/month billed annually |
| Smartsheet | From $9 per user/month |
| Notion | From $10 per member/month |
| Airtable | From $20 per user/month billed annually |
| OnlyOffice | From $20 per admin/month for DocSpace Business |
| Method CRM | From $27/user/month (accounting-connected CRM, not a spreadsheet) |
When should you keep Excel, and when should you replace it?
Keep Excel as long as it serves your team in calculating and exploring data. Remove or add to Excel when your staff is using the spreadsheet for things that it isn’t cut out for, such as manual customer work or handoffs. Replace or supplement Excel when the spreadsheet becomes the place where employees manually manage customer work, approvals, handoffs, or accountability.
Keep Excel when you need calculations, modeling, or ad hoc analysis
Excel will continue to be an excellent tool for financial and operational reporting, as well as CSV-style work. The idea here isn’t to eliminate Excel entirely from the face of the Earth. The idea is to stop using it for jobs that require a more organized system or real-time collaboration.
- Formulas, pivot tables, and budgets: Excel remains practical for calculations, financial models, scenario planning, and flexible analysis.
- Substantial spreadsheet files: Microsoft’s official worksheet limit is 1,048,576 rows by 16,384 columns, so Excel can still handle large worksheets before reaching the hard grid limit.
- Cloud-based collaboration: Modern Excel supports co-authoring when workbooks are stored in OneDrive, OneDrive for Business, or SharePoint Online, and users have compatible versions.
- Data importing and shaping: Power Query lets users connect to external data, shape it and refresh it for reporting.
Replace Excel when the spreadsheet is acting like an operating system
Replace Excel when important business work depends on employees manually updating records, copying data, or checking with other team members to understand the current status.
| Warning sign | What it usually means |
|---|---|
| Sales reps maintain separate customer follow-up sheets. | Customer ownership and follow-up history are not centralized. |
| Operations teams re-enter quote or order details from a spreadsheet. | The business is losing time to duplicate data entry. |
| Accounting data is copied manually into operational trackers. | Financial and operational records are disconnected. |
| Managers ask someone to update a file before they can see status. | The spreadsheet is no longer a reliable source of current workflow visibility. |
| Customer history is split across spreadsheets, email and accounting software. | Teams do not have one connected view of the customer relationship. |
Spreadsheets are a great way to store lots of data, but they are weaker at enforcing ownership, process steps, auditability, and accounting-connected workflows. As your company continues to grow, the lack of these connections will lead to errors and undermine reliability.
Replace or supplement Excel when controls and accountability matter
Spreadsheets become harder to govern when they are used for multi-step operational work. A better system should make ownership, required fields, records, and repeatable steps easier to manage.
How we evaluated the best Excel alternatives
We evaluated Excel alternatives according to the business task they are best suited to replace:
- Direct spreadsheet work
- Collaboration
- Linked records
- Project coordination
- Documentation
- Customer or operational workflows
Each of the options listed does an excellent job of explaining what it can replace, where it may not be a good choice for your needs, and which types of businesses would benefit most from using it.
Method CRM is suited to those who use QuickBooks or Xero as their accounting platform but continue to manage customer and company operations in the same spreadsheets used by their accounting system. The areas include lead tracking, estimating, approval processes, order status reporting, billing transfers, and follow-up procedures. While this does not affect Excel’s ability to calculate, when teams keep re-entering the same information across systems, the gap between operational workflows and accounting data leads to errors, delays, and extra work.
The 10 best Excel alternatives for small businesses in 2026
Google Sheets is the best Excel alternative for familiar cloud spreadsheets
Best for: Teams who are already comfortable working with spreadsheets (.xlsx) and want collaboration tools in their browser.
What it replaces in Excel: Google Sheets replaces shared spreadsheet work such as team trackers, simple reports, campaign calendars, lightweight sales lists, and budgets. It uses the same spreadsheet model as Excel but makes collaboration much easier by leveraging tools like Google Workspace.
Where it is not the right fit: Even though it has great cloud storage, Google Sheets is not ideal for very large or complex spreadsheet models. Reviewers on Capterra often praise its collaboration features, but some also note slower performance with large files or heavy add-ons that require more data management. It will by no means replace a CRM or structured workflow tool.
Verdict: Choose Google Sheets when your team wants a familiar cloud spreadsheet, not when the spreadsheet has become your customer or operations system.
LibreOffice Calc is the best free desktop Excel alternative
Best for: Users will likely want to use LibreOffice Calc if they require free offline spreadsheet capabilities but cannot subscribe to Microsoft Office 365.
What it replaces in Excel: LibreOffice Calc can replace basic desktop spreadsheet functions, such as local report creation, budgeting, and online editing. As an alternative to paid programs offering similar functionality, LibreOffice Calc is a viable option for small business owners who require a free solution.
Where it is not the right fit: LibreOffice Calc is unlikely to be the best choice for organizations that require advanced cloud-based collaboration and/or automated workflow management. Most reviews of LibreOffice have positioned it as an alternative to a suite of office products rather than as a means by which organizations can complete quote approval processes, sales follow-up activities, customer service/ownership issues, or account-related process steps.
Verdict: Choose LibreOffice Calc when you need a free desktop spreadsheet alternative but don’t require workflow automation.
Apple Numbers is the best simple Excel alternative for Apple users
Best for: Apple users looking to create light and visually pleasing spreadsheets for their day-to-day business or personal needs.
What it replaces in Excel: Apple Numbers will replace simple spreadsheets, visually pleasing tables, basic charts, low-level budgeting, lists, and client-facing summary reports. The software performs best on a Mac, iPad, or iPhone, as it is designed to provide a clean interface with conditional formatting for daily use and a much simpler experience than Excel.
Where it is not the right fit: G2 reviewers have praised the simplicity of using Numbers and its integration with the Apple ecosystem. But many Capterra reviews have noted that it may offer fewer customization options than Excel. This means that if you are an experienced spreadsheet user, this software would likely be too limited for your needs. If you need to run large-scale or heavy analysis spreadsheets, or if multiple team members will be working within the same document, Numbers just won’t cut it.
Verdict: Choose Apple Numbers when you want an easy-to-use Apple-native spreadsheet, not when your team depends on advanced Excel equations.
Zoho Sheet is a cloud spreadsheet alternative for collaborative data work
Best for: Teams that want to collaborate on their own spreadsheets within the Zoho environment.
What it replaces in Excel: Zoho Sheets replaces how you share and collaboratively edit a spreadsheet, and it works most effectively for teams already using other Zoho applications.
Where it is not the right fit: Your team has users that need to see and interact with Excel files, or have any issues with sharing files from Zoho into Excel (Capterra reviewers mention this); If you need to to convert files from Excel into Zoho format or are looking to use Zoho Sheet for gantt charts, kanban, or a full customer workflow process, then it’s probably not the right fit.
Verdict: If your team wants to collaborate on spreadsheets using Zoho, choose Zoho Sheets. But if your spreadsheet needs to be used as part of a larger customer workflow, don’t go with Zoho Sheets.
WPS Office Spreadsheets is an Excel-like alternative for familiar desktop file work
Best for: Those who want an Excel-style spreadsheet format within a larger office suite and value data privacy.
What it replaces in Excel: WPS Office Spreadsheets can be used for everyday spreadsheet edits, formulas, pivot tables, templates, and Microsoft-style files. This could be good for businesses looking to get a familiar desktop interface and the best file compatibility.
Where it is not the right fit: G2 reviewers like the familiarity and Office compatibility, but they also note ads on the free version and limitations on several advanced features when you pay. This is an office suite option, not a CRM or accounting-connected workflow feature.
Verdict: Choose WPS Office Spreadsheets when you want familiar spreadsheet editing at a lower cost, not when you need to redesign a business process.
OnlyOffice is an Excel alternative for teams prioritizing collaborative document editing
Best for: Best option for teams who require shared editing capabilities across all of their documents, spreadsheets, presentations, forms, and PDF files.
What it replaces in Excel: OnlyOffice will enable your users to edit a broad range of documents and presentations. Collaboratively with other users from throughout your organization using a file format-based approach.
Where it is not the right fit:
OnlyOffice is not designed to address issues with workflow automation. According to G2, the primary focus of OnlyOffice has been on collaborative document editing, which does not include customer workflows, quote approval processes, invoice handoffs to customers, or integrated accounting operations.
Verdict: Choose OnlyOffice if you have an organizational requirement for collaborative office document editing but you don’t require a solution that will operate as a CRM or operational tracking system for your company’s spreadsheet data.
Airtable is the best Excel alternative for linked records and multiple views
Best for: Teams using spreadsheets as mini-databases; teams with linked records and/or filtered views who need a lightweight database structure.
What it replaces in Excel: Airtable is best suited to replacing spreadsheets used in ways similar to small databases. Using linked records, views, filters, some level of automation, and structured data is much easier with Airtable than with a single flat sheet in an Excel file.
Where it is not the right fit: While Airtable can be used in many different ways, it is not the best solution for native accounting-connected CRM workflows. Reddit users have raised concerns about cost as they begin using Airtable in new ways, while reviewers on G2.com have noted limitations in how permissions are set up, which integrations are available, and what customizations are possible. Therefore, if your workflow requires connecting directly to QuickBooks or Xero customer, quote, invoice, and order data, then an accounting-connected CRM would be the better choice.
Verdict: Use Airtable when your flat spreadsheet needs a database-style structure (not when you need a native accounting-connected customer workflow).
Smartsheet is the best Excel alternative for project tracking and approvals
Best for: Project teams using an Excel sheet to track their projects, timelines, responsible persons, approvals, and statuses.
What it replaces in Excel: Smartsheet will replace your current Excel spreadsheet project management system with better project management and control over tasks, deadlines, task dependencies, approval processes, reports, and overall project visibility.
Where it is not the right fit: Smartsheet is not ideal as a simple spreadsheet replacement, or if you need to connect Smartsheet to your accounting software for CRM. Both G2 and Capterra review comments have noted limitations in using formulas, linking, and customizing Smartsheet’s functionality, as well as the cost of licensing becoming prohibitive as your organization grows. Smartsheet is best suited for project planning/tracking rather than financial modeling, CRM activities, or workflows connected to Xero/QuickBooks.
Verdict: If you are currently using an Excel file to manage project timelines and obtain approvals for tasks, choose Smartsheet. On the other hand, if your primary issue is automating customer workflow or accounting processes, Smartsheet is not an ideal choice.
Notion is the best Excel alternative for documentation with lightweight databases
Best for: Teams who need a space to document their own processes, create simple databases, and take notes in a single, collaborative environment.
What it replaces in Excel: internal lists; planning docs; content calendars; SOP trackers & lightweight databases. It also connects all of these on a single workspace through pages, notes, tables, tasks, and basic records.
Where it is not the right fit: Notion is not ideal for advanced spreadsheet analysis, complex database governance, or accounting-connected operations. Although Capterra reviews are pleased with Notion’s ability to serve as a centralized repository for company-wide documentation, reviewers also note performance issues. Things such as limitations around support and permissions, and Notion’s inability to perform heavy-duty Excel modeling, manage CRMs, or workflow related to customer data connected to your financial and accounting systems.
Verdict: Choose Notion when lists need to live beside documentation, not when the business needs advanced spreadsheet power or connected customer operations.
Method CRM is the best Excel alternative for QuickBooks- or Xero-connected customer workflows
Best for: QuickBooks- or Xero-based businesses that use spreadsheets to manage customers, leads, estimates, invoices, orders, approvals, and follow-ups.
What it replaces in Excel: Method CRM replaces the manual tracking systems businesses build in spreadsheets when customer workflows are not connected to accounting data. It is not meant to replace Excel for calculations, models, or ad hoc analysis. It is meant to replace the manual work that happens when teams track customer activity in one place and accounting in another.
Example: A company uses QuickBooks to create invoices but keeps separate spreadsheets to follow up on quotes and track order status. That may work at first, but over time it creates duplicate data, missed follow ups, and manual handoffs between teams.
Where it is not the right fit: Method is probably not the best choice for a business that only needs a free spreadsheet or a tool for one-off analysis. It is also not a standalone accounting system. Reviews of Method CRM on Capterra commonly highlight the value of using Method with QuickBooks or Xero (accounting) to integrate customer organization, estimating, ordering, invoicing, and customer follow-up.
Verdict: Use Method CRM when your team is managing customer and operational work in spreadsheets and you need those workflows connected to QuickBooks or Xero.
Method fit: If your team uses spreadsheets to manage customer work around QuickBooks or Xero, see how Method can connect those workflows.
Which Excel alternative should you choose for your business problem?
Choose a spreadsheet for spreadsheet work, a project tool for project coordination, and a CRM or workflow platform for customer and operational processes.
If you are still looking at using another spreadsheet, select a different one. If you want a structured solution, then choose Airtable, Smartsheet, or Notion. And if you have QuickBooks- or Xero-connected customer workflows that need to move out of spreadsheets, use Method.
When an Excel alternative is not enough, you may need a different type of system
Not every Excel problem should be solved with another spreadsheet alternative. In some cases, using a spreadsheet indicates that the business needs accounting software, a database, analytics tools, or a workflow system integrated with accounting.
Choose accounting software when Excel is being used as the financial system of record
If Excel is being used to manage books, reconciliations, financial statements, tax records or official accounting activity, the better alternative is accounting software.
Accounting software should handle:
- Books, reconciliations and official financial records
- Invoices, payments and bank feeds
- Financial reporting and tax-ready records
- Customer and vendor balances tied to accounting activity
- Core financial data that should not live only in a spreadsheet
That being said, teams may still use spreadsheets for quote tracking, customer follow-ups, order management, approvals, and handoffs between sales and accounting. That is where an accounting-connected CRM can help: The accounting system remains the financial source of truth, while the CRM gives sales, service, and operations teams a better way to manage the work around the customer.
Choose a database or analytics tool when Excel is being used for complex data analysis
If your issue concerns volume, an alternative spreadsheet application will likely be sufficient to meet your needs. Business intelligence applications, databases, and big data analytics platforms will be much better at handling large volumes of data and analyzing outcomes when you have clean and well-organized data pipelines for each part of your process.
Database and analytics tools should handle:
- Large datasets that are too heavy for everyday spreadsheet work
- Complex queries across multiple tables or data sources
- Recurring dashboards, reports and business intelligence views
- Data warehouses, reporting pipelines and structured analysis
- Advanced analysis where performance depends on more than spreadsheet rows and formulas
What should you do before replacing Excel?
Before replacing Excel, identify the process behind the spreadsheet.
Identify what the spreadsheet is really managing
Start by naming the job the file performs. A “tracker” may actually be a customer database, approval queue, invoice handoff process or order management system.
- Which teams use the file?
- What decisions depend on it?
- Which records are duplicated elsewhere?
- Does the data need to connect to QuickBooks, Xero or another system?
- Which steps are completed manually today?
Measure the operational improvement after moving away from spreadsheets
The best Excel replacement should reduce friction, not just change the interface. Track practical metrics before and after the move.
| Metric to measure | Why it matters |
|---|---|
| Time spent maintaining spreadsheets | Shows how much admin work the new system removes. |
| Manual entry steps | Reveals duplicate work and handoff friction. |
| Time from estimate to invoice | Shows whether the revenue workflow moves faster. |
| Missed follow-ups | Measures sales and customer process reliability. |
| Duplicate customer records | Shows whether data quality is improving. |
| Time spent finding current information | Measures visibility across teams. |
What does replacing spreadsheet workflows look like in practice?
So, what does this look like in real life with real human beings? Just take the success story of GoPowerTrain.
Go Powertrain moved from disconnected systems to connected workflows
Before Method, Go Powertrain used Google Sheets and other standalone systems that did not communicate well across departments. With Method, the company connected CRM workflows to QuickBooks and customized key processes around estimates, sales orders, and invoices.
The result: its estimate-to-sales-order-to-invoice process dropped from approximately 60 steps to six. That shows what’s going on from a bird’s-eye view. When spreadsheets and disconnected tools are no longer enough, the answer may be a connected workflow platform rather than another spreadsheet app.
Conclusion: Replace Excel with the tool built for the work
There is still value in using Excel. While it has been replaced by other tools for some tasks, such as data visualization and automating repetitive tasks, Excel will continue to be a useful tool for calculations and crunching numbers. Your trouble begins when an Excel spreadsheet is being used as an unofficial customer management tool, sales order management tool, invoice generation tool (invoicing), approval process tool (approvals), and follow-up tool.
Choose Method CRM when your QuickBooks- or Xero-based business needs to move customer and operational workflows out of spreadsheets and into a connected system.
Frequently asked questions about Excel alternatives
What is the best alternative to Excel?
Smartsheet offers excellent options for managing projects that utilize spreadsheets. Notion can provide documentation in addition to its other uses. And finally, Method CRM provides workflow management solutions that integrate with QuickBooks or Xero to manage your customers within their respective accounting systems.
What is the best free alternative to Microsoft Excel?
LibreOffice Calc has been a powerful, free desktop alternative to Microsoft Excel and .xlsx files. That being said, if using the cloud and collaborating with others online are important, Google Sheets is likely the better option.
Is Google Sheets better than Excel?
Google Sheets is better for the user interface, simple browser-based collaboration, and some macros. Excel is stronger for many advanced models, analysis tasks, and Microsoft 365 workflows.
