Case Study: Replace Excel Macros with Google App Script
Modernizing Workflow Automation with Google Sheets and Apps Script for Improved Collaboration, Reporting, and Efficiency
We helped a business transition from clunky Excel macros to streamlined Google Apps Script solutions. The custom-built system enabled real-time collaboration, automated reporting, and seamless data handling—eliminating manual errors and reducing dependency on desktop-only files. This shift boosted productivity and simplified maintenance, allowing the team to work smarter and scale faster.
Introduction
One of our clients, a mid-sized manufacturing company, heavily relied on Microsoft Excel with complex macros (VBA scripts) to manage their production schedules, inventory records, and reporting systems. Over time, their spreadsheets became difficult to maintain, shared copies led to version confusion, and macros often failed due to compatibility issues or platform differences.
They approached Sutra Analytics to modernize their system without losing any of the automation they had built over the years. We proposed migrating their workflows from Excel to Google Sheets using Google Apps Script — Google’s powerful scripting platform for extending and automating Google Workspace apps.
The Problem with Excel Macros
The client’s existing system had served them well for over a decade, but several recurring problems prompted them to seek change:
Broken Macros and Compatibility Issues
- The VBA macros used in Excel often failed when different team members tried to use them on different versions of Excel or on Mac systems.
- Updates to Excel or Office 365 sometimes broke existing macros.
Lack of Real-Time Collaboration
- Only one person could work on the Excel sheet at a time without version conflicts.
- Team members had to constantly email updated files back and forth, leading to mistakes and miscommunication.
No Web-Based Access
- Excel macros don’t run in Excel Online, which meant the client couldn’t access their full system in a browser or on the go.
Manual Reporting Process
- Weekly and monthly reports were generated manually by exporting and formatting data from multiple sheets.
- This process consumed 4–5 hours per week.
Limited Access Control
- There was no fine-grained control over what different team members could see or edit, increasing the risk of accidental changes.
The Solution
We built a custom Google Sheets solution powered by Google Apps Script that replicated and improved upon all of their existing Excel automation, while unlocking the advantages of the cloud.
1. Macro Conversion to Google Apps Script
- We translated each VBA macro to Google Apps Script, ensuring the same logic executed smoothly inside Google Sheets.
- For example, production updates that previously relied on button-triggered macros were now automated based on dropdown selections or time-based triggers.
2. Seamless Automation
- We automated tasks like calculating totals, updating stock levels, and tracking delays using Apps Script functions.
These automations were triggered by user actions (like editing a cell) or scheduled to run automatically.
3. Cloud-Based Dashboards
- We created a central dashboard that showed live production status, current inventory, and pending shipments.
This dashboard updated itself in real-time without any manual refreshes or calculations.
4. Smart Reporting System
Weekly reports were automatically generated and emailed to the operations team every Friday morning.
The format matched the existing reports so there was no learning curve.
7. Role-Based Access Controls
- Using Google’s built-in sharing features combined with Apps Script, we restricted which users could see or edit specific sheets and ranges.
Managers had full access, while team members saw only what they needed.
Results Achieved
Report generation time reduced by over 90%
Previously, preparing weekly and monthly reports required 4–5 hours of manual effort. After automation through Google Apps Script, the same reports were generated and emailed automatically within minutes, saving significant time and labor every week.
Eliminated script errors and macro failures
The client no longer experienced issues with broken VBA macros or compatibility problems across Excel versions and devices. Google Apps Script provided a stable, cloud-based environment where automation ran reliably for all users.
Real-time collaboration became effortless
Instead of emailing updated Excel files back and forth, team members could now work simultaneously in the same Google Sheet. This improved transparency, reduced version conflicts, and accelerated task completion.
Access from any device, anytime
With the move to Google Sheets, users were no longer limited to desktop software. Teams could access and update data from laptops, tablets, or mobile phones — whether they were in the office, at home, or in the field.
Automated email alerts and reminders
Regular updates, such as inventory status or production summaries, were automatically sent to stakeholders on a scheduled basis, ensuring that key information reached the right people without any manual follow-up.
Improved data security with role-based access
Access was now controlled more effectively. Managers could view and edit everything, while team members were restricted to specific sheets or sections, reducing the risk of accidental changes.
Lower maintenance and easier updates
Unlike Excel macros that required ongoing troubleshooting and IT support, the new Apps Script setup was centrally managed and easy to maintain. Updates could be made quickly without disrupting users.
Client Testimonial
Conclusion
This case clearly shows how Google Apps Script can not only replace Excel macros but greatly enhance functionality and accessibility. The client’s entire workflow — from production tracking to reporting — is now cloud-based, real-time, and scalable.
Whether you’re a manufacturing firm, a logistics provider, or a service-based business, Sutra Analytics can help you modernize your Excel-based operations using Google’s flexible tools.
Let's Connect
Ready to Simplify Your Excel Workflows?
Are your spreadsheets overloaded with fragile macros and manual tasks? We help businesses like yours streamline operations by replacing outdated Excel macros with powerful, scalable Google Apps Script solutions.
Whether it’s automation, custom workflows, or seamless integrations—you don’t have to do it alone.
We’ll help you:
Eliminate repetitive manual work
Reduce errors and maintenance time
Create scalable, cloud-based automation
Improve collaboration across your team
Let’s upgrade your spreadsheets together.
