5 Signs Spreadsheets Are Slowing Down Your Procurement Team

Sarah Drakard · Head Of Operations, Canopy

3 min read · 16 Jun, 2025

Photo by Pascal van de Vendel on Unsplash

Over 70% of procurement teams still manage their supplier data in spreadsheets. And for small teams, that’s understandable — Excel is fast, familiar, and free.

But as your supply chain grows, so does your risk. If you’re constantly chasing updates, approvals, or expiry dates, chances are your spreadsheet isn’t keeping up.

Here’s how to spot the cracks — and what to do about them.

The Signs You’ve Outgrown Spreadsheets

You don’t need a new system just because something feels clunky. But if you’re seeing these signs, it’s worth paying attention:

You don’t trust your data
Supplier records are incomplete, duplicated, or out of date. No one’s sure what’s correct — or who’s responsible for keeping it that way.
Onboarding takes too long
New suppliers send PDFs, spreadsheets, or emails with missing information. The approval process stalls, and no one can see what’s holding it up.
You’re constantly chasing expiry dates
Insurance certificates, accreditations, policies — they’re all buried somewhere. But finding out what’s missing usually happens after something goes wrong.
You rely on one spreadsheet owner
If one person leaves or changes roles, there’s a black hole of knowledge. Others are left trying to piece things together.
Your team is always reactive
Instead of confidently approving suppliers or planning ahead, you’re putting out fires — often at the worst possible time.

Why This Happens

Spreadsheets weren’t designed to manage supplier relationships. They have no concept of expiry alerts, approval workflows, or access control. They’re a snapshot — not a system.

That doesn’t mean you need to overhaul everything overnight. But it does mean there’s likely a smarter way to work.

What a Purpose-Built System Can Do

Moving to a dedicated platform doesn’t just give you cleaner data — it changes how your team operates:

Centralise all supplier records
Everyone sees the same version, with the latest data, documents, and status in one place.
Standardise onboarding
Suppliers complete a structured form — only the questions that apply to them. No more back-and-forth emails.
Stay ahead of risks
Set rules for what’s required. Get notified before anything expires. Automatically flag missing information.
Enable your team
With the right access, your whole team can share the workload — and no one’s stuck guarding a master spreadsheet.
Build trust in your data
With version history, audit trails, and clear status updates, you know what’s been submitted, reviewed, and approved — and by whom.

You Don’t Need to Be a Large Enterprise

Supplier management doesn’t have to be complex. The right tools can bring clarity, control, and collaboration — even for small teams with limited time and resources.

At Canopy, we help businesses take the first step beyond spreadsheets. Whether you need a simple supplier directory or a complete onboarding and approval workflow, we make it easy to scale without the sprawl.

Tired of chasing supplier documents? See how Canopy helps you get it right — from day one.
👉 Start free — no credit card, no setup required.