Switching from Spreadsheets to CRM: Impact on Businesses

Managing leads and deals efficiently is critical for business success. Many companies still rely on spreadsheets or manual methods for tracking customer interactions, despite the availability of more advanced solutions like customer relationship management (CRM) software. 

This article explores the challenges faced by businesses that do not use a CRM, the benefits of making the switch, and how users of the free plan of Bitrix24 CRM have experienced improvements in their operations.

Modern Trends in Managing Leads and Deals

In today’s digital world, businesses increasingly recognize the importance of using CRM tools to optimize sales and customer interactions. According to a study from Demandsage, 94% of tech companies and 71% of small businesses use CRM systems to manage customer relationships and drive sales.

This essentially means roughly 1 out of 4 small and medium-sized businesses still relies on outdated methods, continuing to manage leads and deals manually or via spreadsheets, leading to such negative effects as: 

• inefficiencies;

• lost opportunities;

• lack of visibility into sales pipelines.

Finally, out of those businesses who do use CRM regularly, only 37% of sales reps feel their organization fully utilizes their CRM (source).

Speaking of the most recent trends, CRM adoption has surged in 2025 due to the increasing availability of cloud-based and AI-powered solutions. Businesses are now integrating CRMs with automation tools, customer support systems, and marketing platforms to create a seamless workflow. 

Research indicates that 45% of businesses report higher sales revenue growth after adopting a CRM, and 47% of CRM users say that CRM has a tremendous and massive impact on customer satisfaction. Additionally, the mobile accessibility of modern CRMs has contributed to a 30% increase in productivity for remote teams. 

Despite these advancements, 24% of businesses still hesitate to adopt CRM systems due to concerns over costs, complexity, and resistance to change from employees. However, as competition grows and digital transformation becomes a necessity, companies that delay CRM adoption risk falling behind in customer relationship management and sales efficiency.

Key Problems Faced by Businesses That Do Not Use CRM

Businesses that manage leads and deals without a CRM often struggle with:

• Data disorganization. Spreadsheets require constant updates and are prone to errors and inconsistencies.

• Lack of automation. Manual tracking does not allow for automation of repetitive tasks such as follow-ups and data entry.

• Limited team collaboration. Spreadsheets do not support real-time collaboration and role-based access, making teamwork inefficient.

• Poor customer insights. Without centralized customer data, businesses lack valuable analytics for improving sales and service.

• Missed opportunities. Leads can fall through the cracks due to a lack of systematic follow-ups and reminders.

Positive Effects of Switching to CRM

Background: Bitrix24 User Survey

The team behind Bitrix24 CRM conducted a survey among users of its free plan to analyze the impact of adopting a CRM system. The findings highlight the transformative benefits of replacing spreadsheets with a more sophisticated lead and deal management solution.

Types of Businesses that Use Bitrix24 CRM

The data from Bitrix24 CRM users reveals a diverse range of industries benefiting from the software:

These results partly correlate with a recent report by Demandsage on the industries with the highest CRM user share.

One notable difference is that service-based companies represent the majority of Bitrix24 CRM users, demonstrating that industries reliant on client relationships and task management benefit significantly from CRM tools. 

Similarly, education, retail, and manufacturing businesses find value in structured lead management and customer tracking, which are difficult to achieve with spreadsheets.

How Businesses Discover Bitrix24 CRM

Understanding how businesses discover Bitrix24 sheds light on the growing awareness of CRM benefits:

Over 56% of businesses find Bitrix24 CRM through Google search, indicating a strong demand for CRM solutions. Peer recommendations also play a significant role, as nearly 18% of users switch to Bitrix24 based on word-of-mouth referrals. This data highlights the growing recognition of CRM as a superior alternative to spreadsheets.

Key Problems Solved by Bitrix24 CRM

Users of Bitrix24 report significant improvements in their business operations, addressing common challenges such as:

• Client base organization Organizing their client base efficiently. Businesses can store all customer details in one place, ensuring quick access to contact information, interaction history, and preferences.

• Gaining complete control over tasks, teams, and meetings. CRM software enables managers to assign tasks, track progress, and schedule meetings seamlessly, reducing miscommunication and missed deadlines.

• Establishing unified access to clients, files, notes, emails, and messages. A centralized system ensures that team members can collaborate effectively without needing multiple tools, reducing the risk of data fragmentation.

• Easily creating and managing websites. Bitrix24 CRM offers built-in website creation tools, allowing businesses to set up professional online presences without requiring advanced technical skills.

• Enhancing team collaboration and communication. Integrated communication tools, such as shared notes and internal messaging, improve teamwork and ensure all employees stay informed.

• Managing all workflows from a centralized platform. Businesses can oversee sales, customer support, and marketing activities within a single system, enhancing efficiency.

• Increasing productivity and operational efficiency. Automating repetitive tasks and providing clear task management tools lead to faster execution of business processes.

• Saving time and reducing the need for multiple software tools. By consolidating various business functions into one platform, companies avoid the hassle of juggling multiple subscriptions and integrations.

• Cutting costs by eliminating reliance on various separate tools. CRM systems provide an all-in-one solution, reducing expenditures on standalone software for project management, email tracking, and client databases.

By addressing these issues, Bitrix24 CRM has helped businesses transition from disorganized lead management to streamlined, data-driven operations.

Challenges Faced by Businesses After Switching to CRM

While CRM software offers significant benefits, businesses that transition from manual methods can face initial challenges. Common issues include: 

• Difficulties in data migration. Businesses often struggle with transferring existing customer data from spreadsheets or other systems into the new CRM. This process can be time-consuming and, if not done properly, may lead to data loss or inconsistencies.

• Resistance from employees unfamiliar with CRM systems. Many employees accustomed to traditional methods may be hesitant to adopt a new system, fearing that it will complicate their workflow or require extensive training.

• Learning curve associated with new software. Even the most user-friendly CRM platforms require a period of adjustment. Businesses must invest time in training staff to ensure they can effectively utilize the system's features.

In fact, as much as 30% of businesses have found their CRM inefficient, according to a study by Capterra. Plus, some businesses find that CRM solutions do not always align perfectly with their specific needs, leading to unnecessary complexities. 

It is important to recognize that CRM is not a universal fix for all business problems – success depends on proper implementation, staff training, and aligning CRM features with business objectives.

Conclusion

Switching from spreadsheets or manual methods to CRM software like Bitrix24 has a profound impact on business efficiency, organization, and revenue potential. The data from Bitrix24 user survey reinforces the idea that businesses across various industries benefit significantly from a centralized CRM system. 

With CRM adoption increasing globally, companies that embrace modern lead and deal management solutions position themselves for sustainable growth and success. 

Get an even deeper insight and download our study as a PDF: Switching from Spreadsheets to CRM: Impact on Businesses