Watch for the warning signs
Several versions of the same file, nobody sure which is latest, numbers being re-checked every week, or one person who must be asked about everything. These are signs the work has outgrown a spreadsheet.
Keep what already works
Your sheet probably has clever formulas and shortcuts your team relies on. Note them down before anything is redesigned, so the new system does not lose them.
Decide who can see and change what
Proper software makes it clear who can view, edit and approve each record, and keeps a history of changes so you can always see how a number got there.
Move across in stages
Clean the existing data, test an import and compare a sample against the original. Then fix a date when the old sheet stops being updated, so you never have two versions of the truth.
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