Spreadsheets vs. Software: Which One Saves You More?

Managing utility bill data in spreadsheets might seem like a cost-effective approach, but is it actually costing your organization more in time, money, and efficiency? Let’s explore some of the hidden costs of manual utility data management and the benefits of transitioning to automated software solutions…

The problem with spreadsheets

Many organizations still rely on spreadsheets to track their utility bills—often leading to inefficiencies such as:

• Time-consuming data entry – Employees spend hours each month manually inputting, validating, and reconciling utility bill data. This repetitive task drains resources and diverts attention from more strategic initiatives.

• Risk of errors – Spreadsheets are prone to human error—whether it’s a mistyped number, broken formula, or accidentally deleted cell. These small mistakes can snowball into significant financial discrepancies or misinformed decisions.

• Lack of collaboration – Spreadsheet-based workflows often create data silos, making it difficult for teams across departments or locations to access, share, or update information in real time. This slows down communication and creates version control issues.

• Limited insights – Spreadsheets are not built for in-depth analysis. Tracking trends, benchmarking performance, or identifying cost-saving opportunities requires manual effort, custom formulas, and advanced Excel skills that not all team members may have.

A survey of webinar attendees showed that many spend between 10–40+ hours per month managing utility data in spreadsheets. That’s valuable time that could be redirected toward strategic energy management.

The shift to software

By switching to utility management software, organizations gain: 

• Automated data collection – Streamline data acquisition from meters, bills, and other sources to reduce manual entry, eliminate human error, and free up valuable staff time for higher-level tasks.
• Financial-grade auditing – Leverage robust validation tools and auditing features to ensure data accuracy, detect billing anomalies, and maintain compliance with industry standards and internal financial controls.
• Centralized data access – Consolidate utility data across facilities, departments, and regions into one accessible platform to enhance collaboration, transparency, and informed decision-making across the organization.
• Real-time insights – Monitor energy usage and cost trends as they happen to quickly identify inefficiencies, respond to anomalies, and uncover opportunities for savings and sustainability improvements.

A study by Lawrence Berkeley National Lab found that organizations using Energy Management Information Systems save an average of 3% annually on utility costs. EnergyCAP customers, report an average of 7.5% in annual savings, with more than half achieving 10% or more—demonstrating the power of proactive utility data management and actionable insights.

Ready to move beyond spreadsheets?

If you’re still managing utility bills manually, there’s a better way. We’ve created a Utility Bill Audit Checklist to help you identify potential savings. Download it today or reach out to our team for a demo!

Check out our recorded webinar “Why Spreadsheets Are Costing You More Than Utility Management Software” for an in-depth conversation about the true cost of spreadsheets. And, if you’re ready to make the move to software, we can help you build the business case with our guide  (it includes this PowerPoint template!)