Momentum is everything, whether you're kicking off a new client relationship or executing a major midstream milestone like a software upgrade. In these moments, teams feel the pressure to move fast, get aligned, and deliver value.
But even high-performing teams can run into an early obstacle: data intake. And more often than not, that obstacle takes the familiar form of a spreadsheet.
Spreadsheets seem like an easy choice. They're widely used, universally accessible, and simple to create. But when a task involves complex client data, their limitations quickly surface.
During a typical software upgrade, for instance, the implementation team needs to gather a wide range of information from clients: system configurations, data exports from legacy platforms, business rules, user roles and permissions, and compliance documentation. Each data point may come from a different contact on the client side, further complicating project coordination.
Spreadsheets struggle under this complexity. Files get passed back and forth. Clients accidentally modify templates or misplace information. Multiple versions circulate at the same time, leading to conflicting data sets. Project managers spend hours reconciling discrepancies and chasing missing details. Instead of progressing smoothly, the project loses valuable steam.
While many organizations think of intake as an onboarding activity, the reality is far broader. The software upgrade example highlights another touchpoint in the client lifecycle where clean, accurate intake is critical. Similar challenges surface amid policy rollouts, regulatory compliance, training programs, supporting clients, and delivering managed services.
Each of these moments requires teams to collect, validate, and stage complex client data — often while juggling multiple stakeholders and deadlines. Every time teams default to spreadsheets, they expose themselves to avoidable delays, inefficiencies, and frustration.
Spreadsheets introduce preventable risks that drain time and strain resources. In a software upgrade or other complex project, this often results in:
Even highly skilled, organized teams lose valuable hours resolving these issues — hours that could be spent delivering meaningful outcomes for clients.
Setuply offers a secure data management solution, purpose-built within the Setuply platform and designed specifically to handle the complexity and pace of modern client relationships.
Instead of static spreadsheets, Setuply delivers a guided, collaborative data intake experience. Clients move through tailored workflows that minimize confusion while built-in validations catch discrepancies before they reach project teams. Throughout the process, project managers maintain real-time visibility into what’s been submitted, what’s outstanding, and where to focus next.
This means that for software upgrades, teams receive clean, structured configuration data upfront. Sensitive client information remains protected through role-based access, while validated data flows automatically into the systems where it's needed for implementation.
When intake is seamless, its benefits ripple through the entire engagement. Projects launch on time, teams stay fully aligned, and resources are deployed with confidence. The client experience feels polished and well-orchestrated, whether it's at the start of a new relationship or deep into a long-standing partnership.
Strong intake processes don’t just protect momentum — they build it. Instead of fighting fires, teams stay proactive, productive, and focused on driving results.
Spreadsheets may have once been the default. But for teams managing complex client lifecycles, they simply introduce too much avoidable risk.
Setuply empowers organizations to move faster, operate smarter, and maintain confidence from day one through every service milestone ahead.
Request a demo to see how Setuply transforms data intake and accelerates results across the entire client journey.