Excel, Access or Bespoke Software: Which Should your Team Use For Data In 2026?

Quick Comparison Matrix.

Use this as a shortcut, then read the detail below.

• Ad hoc analysis; pivoting; one analyst working solo: Excel wins.
• Multi-user data entry; relational data; audit trails: Access wins.
  Small internal tools on Windows; rapid forms and reports: Access wins.
• Heavy calculations; flexible modelling; dashboards: Excel wins.
• Many related tables; referential integrity; controlled edits: Access wins.
• 10+ concurrent users; mobile access; web portals: consider a SQL back end, or move to a bespoke cloud or desktop app

What each tool is good at.

Excel, your analysis and reporting workhorse.

Excel is ideal for fast analysis, modelling, and presenting results. You can build calculations, pivots and charts quickly. With the right setup, Excel also automates repetitive tasks and month end packs. If you are asking, can I use Excel to create a  database?, the answer is yes for simple, flat tables and lists, with validation lists and structured tables. It is not a relational database, and it struggles when multiple people edit the same data or when
relationships matter.

Is Excel harder than Access? For many users, Excel feels easier because it is familiar and visual. Complexity grows when you push it into multi-user data entry or when workbooks become large, interconnected and macro heavy. At that point, governance and automation make or break reliability.

Access, your lightweight relational database.

What is a Microsoft Access database? It is a Windows application for building relational data systems with tables, queries, forms and reports. You get proper relationships, validation, user forms and macros or VBA to enforce rules. It is well suited to small to mid sized internal tools where multiple users need controlled data entry and consistent reporting.

What are the disadvantages of MS Access? It is Windows only, it does not suit very large user counts, and poor design makes it fragile. File based back ends can corrupt if mistreated, although a split front end and a networked or SQL back end reduces this risk. For cloud first teams, Access is not a natural fit. It works best when kept tidy, version controlled and documented. Teams that outgrow Access typically move towards SQL Server with a web or desktop front end, Power Apps and Dataverse, or a fully bespoke application.

Real World Scenarios and Recommendations.

• Asset tracking
  • Few items, one owner, ad hoc updates: Excel table with data validation and a dashboard.
  • Many items, locations, owners and status history: Access forms with lookups, transactions and reports. Consider Access front end with SQL Server back end if users exceed roughly 8 to 10 or if you need
  • stronger security.
• Training records and compliance
  • Small team, occasional updates: Excel works with clear templates and automated reminders via VBA.
  • Organisation wide, expiry dates, evidence uploads, approvals: Access with structured tables, expiries logic and standard reports. Export to Excel or Power BI for summaries.
• Project registers and PMO lists
  • Single analyst maintaining the list; simple RAG and dates: Excel with filters, pivots and a status dashboard.
  • Multiple contributors; dependencies; issues and actions linked to projects: Access with related tables and user forms for consistent entry.

Multi User Data Entry and Auditability.

Excel supports shared workbooks, OneDrive or SharePoint co authoring, and you can add data validation and change tracking. Still, it is easy for formulas to be overwritten and for structure to drift. Access is stronger for multi user input because you separate data from UI, enforce relationships and lock down edits through forms. For auditability, Access queries and reports provide change control patterns; for stricter audit logs, move the data to SQL Server with Access as a front end, or step into a bespoke system.

Reporting.

If your goal is fast, flexible reporting, Excel is often the best presentation layer. You can connect Excel to Access or SQL to build refreshable reports and dashboards. That gives you the best of both, structured data entry in Access and polished outputs in Excel. If you need web dashboards or role based access, a bespoke app or a BI platform becomes attractive.

When To Graduate To a Bespoke App.

Move beyond Excel or Access when you need one or more of the following:

• 20+ concurrent users, or external users.
• Mobile access, offline capability, or device features such as camera or GPS.
• Advanced security, single sign on, or detailed audit logging.
• Workflow states with approvals, notifications and granular permissions.
• High volume data, near real time updates, integrations and APIs.

A bespoke cloud or desktop application gives you a durable platform designed around your workflow. You keep ownership, avoid tool compromises and can. evolve features safely.

Example Upgrade Paths.

• Access to SQL: keep an Access front end, shift data to SQL Server for scale and resilience, then modernise the UI later.
• Excel models to service: lift core calculations into a service or database, keep Excel for reporting connected to the new source.
• Direct bespoke build: for public portals or complex internal systems, go straight to a custom app with a SQL back end.

How Clearly Software Can Help.

• Excel automation and reporting: design robust workbooks, build VBA routines, and deliver refreshable dashboards. 
• Access databases: design clean schemas, forms and reports, add sensible VBA, and integrate with SQL when scale requires it. 
• Bespoke applications: when it is time to move beyond Office tools, we design and deliver custom software, with full transfer of ownership at handover. 

Every engagement includes a free initial consultation to map your process and recommend a route to delivery, fixed price where scope is clear. You receive documentation and source code, and can operate the solution

independently. Ongoing support is available if you want it, not mandatory.

Summary And Next Steps.

• Pick Excel for analysis, modelling and polished reports, especially for solo or small team scenarios.
• Pick Access for multi user, relational data entry with forms, rules and consistent reporting.
  Combine them, Access for data entry and Excel for presentation, when that fits.
• Step up to a bespoke app when users, security or integrations outgrow Office tools.

If you want a practical recommendation for your exact situation, book your free initial consultation. I will map your workflows, advise on Excel versus Access, and outline a clear plan, whether that is a tuned workbook, a custom Access build, or a bespoke application you will own.