Spreadsheets vs. Licens
A spreadsheet is free, flexible and something everyone can use. So why switch? Here's an honest comparison – including when you shouldn't bother.
Comparison
| — | Spreadsheet | Licens |
|---|---|---|
| Cost | Usually already paid for | Free for up to 10 agreements, paid beyond that |
| Getting started | Immediately | A few minutes, or import your spreadsheet |
| Deadline calculation | Your own formulas, easy to get month-ends wrong | Built in, with the calculation shown and weekend/holiday warnings |
| Reminders | None, unless someone opens the file | E-mail and SMS to several people, with escalation |
| Auto-renewal | Updated by hand | Period rolls forward, price flagged as unconfirmed |
| Price history | Possible, but needs discipline | Built in, with reasons and currency conversion |
| Documents | Links to files that can be moved or deleted | Stored on the agreement, with versioning |
| Change log | Limited | Who, what, when and the value before and after |
| Access control | All of the file or none of it | Roles, plus control over who sees prices and documents |
| Flexibility | Unlimited | Custom fields and tags, within a fixed structure |
When is a spreadsheet enough?
If you have a handful of agreements, one person in charge and a fixed routine for checking the list each month, a spreadsheet can work well. Add a column for the last notice date (not just the expiry date), and set a calendar reminder for each one.
Spreadsheets start to fail when several people share responsibility, when agreements auto-renew and prices change, or when the person who built it leaves. The spreadsheet isn't the problem – it's that nothing happens if nobody opens it.
Questions about switching from a spreadsheet
Can I import my spreadsheet?
Yes. Map the columns to fields in Licens, check a preview and run a dry run before anything is saved.
Can I still work in Excel?
You can export agreements and costs to CSV or Excel whenever you want, for analysis and budgeting.
Will I be locked in to Licens?
No. A full export gives you all your data and documents as a zip.
Try Licens free for 14 days
You get every Pro feature during the trial, and you don't need a card to start. Add your first agreements in a few minutes and see which deadlines are coming up.