Spreadsheets remain a fixture in many global mobility programs. They’re useful, familiar, and deeply embedded in workflows. But as programs scale in complexity, the limitations of Excel can begin to hold teams back. From missed integration opportunities to compliance risks, the case for moving beyond spreadsheets is growing stronger. Yet many mobility teams still hesitate. Why?
Why We Still Rely on Spreadsheets
“It is hard to get on the technology roadmap,” says Charles Ameno, SCRP, GPHR, global mobility leader for shared services at Intuit. “While we live and breathe global mobility, at the end of the day, it is a subset of HR, which is itself a subset of a larger company. Getting funds and resources allocated is difficult.”
Despite the growing number of mobility tech platforms, many teams are left making do with what’s readily available. “We still use a spreadsheet to track remote work requests, as well as for ad-hoc reporting,” Ameno says.
Freddy Paxton, chief marketing officer and senior vice president of The Paxton Companies, agrees that the persistence of Excel often isn’t due to a lack of awareness but a lack of clarity on where to begin. “In today’s market, the number of technology options available can be overwhelming. Beginning the search for the right solution for your organization and its unique global mobility needs can feel like a daunting task.”
Risks and Real-World Consequences
Both Ameno and the Paxton team stress that Excel has its place, but it’s not without significant risks. “Spreadsheets are not dynamic or integrated,” Ameno says. “This means that updates in one system won’t flow to the spreadsheet, or vice versa.”
He adds: “Spreadsheets are only as good as the data entered, and if it is entered manually, it is subject to errors like typos, not to mention cell formatting and formula errors.”
Paxton echoes that concern. “Missing data or delayed input can result in an inaccurate view of your program’s spend and progress in real time.” The danger isn’t just inefficiency; it’s compliance gaps, reporting failures, and poor decision-making.
As programs grow, the cracks widen. “Spreadsheets can handle large volumes of data and provide valuable insights, but even the most advanced users will eventually reach a point where spreadsheets alone are no longer sufficient.”
Spotting the Tipping Point
So, how can you tell if your program has outgrown Excel?
“When the time spent on data entry and managing a spreadsheet is negatively impacting the amount of time the team is spending on value-added work, it is time for technology,” Ameno says. “If you can’t gain meaningful insights into your data, then it is time for technology.”
Paxton notes that this tipping point often coincides with the need for more integrated systems. “When you begin to feel that tipping point, it’s the perfect time to engage your supply chain partners for their input. You may discover solutions already within reach that you hadn’t considered.”
According to Paxton, many clients are surprised to learn their relocation partner can support more than they thought. “Just because your current partner handles one area doesn’t mean they’re not equipped to support others. You may benefit from existing programs, development, and cost-sharing opportunities already in place.”
Building a Smarter Tech Roadmap
Choosing a tech solution is about future-proofing. “Technology is an investment,” says Douglas Rowdon, senior vice president of information technology for The Paxton Companies. “It’s critical to ensure the solution you choose can scale with your business. Where your needs are today isn’t where they’ll be in five or 10 years.”
Features like API integration, custom reporting, and real-time data sharing have become the new standard. “We’re proud to offer API capabilities, custom reporting, and other advanced technology features to support evolving customer needs,” Rowdon says.
Lisa Beranich, director of government and corporate accounts at The Paxton Companies, adds, “Customized reporting aligned with your KPIs and governance needs provides transparency and elevates program management. At Paxton, we’re committed to offering these capabilities to help our clients build smarter, more efficient programs.”
Don’t Skip the Stakeholder Buy-In
It’s clear that tech transformation won’t work without internal alignment. “It isn’t important; it is vital,” Ameno says. “You need to make a business case and build alignment or you won’t succeed.”
Tera Beatty, senior administrator at The Paxton Companies, reinforces the point. “You need employees to want to learn about the system—not just how to use it, but how to use it effectively. Just as data entry is essential in spreadsheets, it's equally vital in systems to ensure quality analytics and actionable insights.”
Final Advice for Getting Started
Ameno advises mobility leaders to begin with internal discovery. “Talk to others internally and externally. You might be surprised to find that you may already have technology that can help. Your ERP may have a mobility module, or your case management software could be used to manage mobility.”
Ultimately, moving beyond spreadsheets is about elevating the value of your program. Integrated technology makes data more accessible, reduces manual work, and positions mobility teams as strategic partners to the business.