# Excel vs Workload

> Excel works to start (< 15 IT staff, few projects). From ~30–50 staff or multi-project portfolios, Excel TCO spikes: for an 80-person IT org, ~$92k/year in team time vs ~$29k with Workload (licenses + time). Workload detects overload, consolidates net capacity, and syncs timesheets — 14-day trial, from $59/month. Calculate your ROI at /calculator-roi.

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## Excel vs Workload — capacity planning: when to switch? | 2026

Excel or Workload for IT capacity planning? Year-1 TCO (80-person IT): ~$92k vs ~$29k. Conflicts, timesheet, ROI calculator.

## Excel vs Workload

Excel is where many IT departments start. Workload automates what spreadsheets can't: real-time conflicts, net capacity, timesheet, and IT portfolio.

Excel or Workload for capacity planning?

Excel works to start (< 15 IT staff, few projects). From ~30–50 staff or multi-project portfolios, Excel TCO spikes: for an 80-person IT org, ~$92k/year in team time vs ~$29k with Workload (licenses + time). Workload detects overload, consolidates net capacity, and syncs timesheets — 14-day trial, from $59/month. Calculate your ROI at /calculator-roi.

Switch to Workload if…

Excel is still enough if…

- Multiple shared Excel files and version conflicts
- Can't see overload in real time
- Manual consolidation > 5 h/week (often 8–12 h)
- Need to link planned (capacity) and actual (timesheet)
- IT team > 30 people or portfolio > 10 projects
- Year-1 Excel TCO exceeds a dedicated tool (see table below)

- Small IT team (< 15 people)
- Few simultaneous projects (< 5)
- Single master file, few changes
- No timesheet or CIO reporting need

14-day free trial

View pricing

### Compared TCO — 80-person IT department (year 1)

- Line item
- Excel
- Workload

Licenses

$0

~$20,000

Team time (consolidation, conflicts)

~$92,000

~$9,000

Year-1 total

~$92,000

~$29,000

Assumes 8–12 h/week of manual consolidation. Internal Workload 2026 benchmark — refine with the ROI calculator.

### Can we migrate from Excel to Workload?

Yes. Workload imports CSV/Excel with mapping wizard (teams, projects, allocations). Most IT departments migrate in one day. See also /migration.

### What ROI when leaving Excel?

For an 80-person IT org, year-1 TCO gap is about $63k ($92k Excel vs $29k Workload). Teams typically save 5–12 h/week of consolidation. Model your case at /calculator-roi.

### Do we have to abandon Excel completely?

No. Many customers export from Workload to Excel for ad-hoc analysis. Workload becomes the capacity source of truth; Excel remains an export tool.

### Excel or dedicated tool for IT capacity planning?

Excel for < 15 people and < 5 projects. Dedicated tool once you have cross-project conflicts, a capacity committee, or > 5 h/week of consolidation. Workload targets IT departments of 20–500.

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