Trackords - Tracking Records
Demo Login — no sign-up Login Register free
Home Features Pricing FAQ Guides

Use cases

Subscription tracker Visa expiry tracker Contract renewal tracker Bill & payment tracker Document expiry tracker License & certification tracker Finance tracker Sales tracker Operations tracker Employee document tracker Iqama tracker Warranty tracker Lease renewal tracker
English Deutsch Español Français Nederlands Türkçe العربية
Comparison

Trackords vs Spreadsheets for expiry tracking

A spreadsheet is fine for three or four renewal dates that only you look after. Beyond that — and especially with a team — a dedicated expiry tracker like Trackords saves hours of manual checking, prevents the “nobody told me” failure and adds a real audit trail. Both are free; the difference is what each one is built for.

Side by side

Spreadsheet vs Trackords at a glance

A spreadsheet stores dates. Trackords acts on them — colour-coding urgency, filtering by type and emailing the right people before each deadline.

All types
Adobe Creative Cloud License 60d
Office insurance Insurance 18d
MSA · Acme Corp Contract 44d
Iqama · A. Karim Iqama Exp.
trackords.com Domain 107d
Capability Spreadsheet (Excel, Google Sheets, Numbers) Trackords
Price Free, or included in your office suite Free for up to 100 records; Pro from $5 a month
Email reminders before expiry Manual — needs Apps Script or a Power Automate flow Built in: up to three per record, days before or a fixed date
Reminder recipients One recipient at best The people you choose per record, plus one extra email, in one message
Multi-user editing Yes in Google Sheets, risky with Excel files Yes, with three roles: admin, editor, viewer
Permissions Per file or sheet Per workspace and role, enforced on the server
File attachments per row Awkward — links to a drive only Native, stored privately outside the web root
History of changes Limited revision history Audit log with user and time, plus a 30-day trash
Record types & fields Columns for everything Your own types, each with its own fields
Sort by next expiry Manual sort Default sort with urgency colours, board, timeline and calendar
Payments A “paid” column Mark as paid with receipt, Completed page, repeating payments
Calendar integration Manual Live calendar feed for Google, Outlook and Apple (Pro and Business)
CSV import & export Native Import wizard with preview and undo; export with filters
Onboarding new teammates They have to learn your sheet Invite by email with a role, done in 30 seconds
Time to set up 30–60 minutes for a usable template Under 2 minutes

Honest take

When a spreadsheet is the right answer

Spreadsheets are not evil. There are situations where a sheet is genuinely the better tool.

When Trackords wins

When a dedicated tracker is the right answer

Migration

Move your spreadsheet into Trackords in 5 minutes

  1. 1

    Create your free account

    Sign up and verify your email. No credit card.

  2. 2

    Create your record types

    Add a type for each kind of record in your sheet — or start from a template — with fields for the columns you care about.

  3. 3

    Save your sheet as CSV

    In Excel or Google Sheets, export the sheet as a CSV file.

  4. 4

    Upload and match columns

    The import wizard matches your columns to Trackords fields and shows a preview with any problems per row. Fix, then import. Undo is one click.

  5. 5

    Done

    Reminders now fire on the schedule of each record — up to three per record — with no further work.

FAQ

Questions, answered

Can I keep using my spreadsheet next to Trackords?

Yes. You can export your records to CSV at any time, so a spreadsheet copy is always one click away.

Do I need to change my column names before importing?

No. The import wizard lets you match each column to a field, and common names such as "Expiry date" or "Owner" are matched automatically.

Is Trackords harder to use than a spreadsheet?

Most people add their first record in under a minute. If you can fill in a form, you can use Trackords.

Free expiry date tracker template

Prefer to start in a spreadsheet? Download our free template (CSV, opens in Excel and Google Sheets) with the right columns and example rows. When you are ready, import it into Trackords in two minutes and the reminders start working.

Download the template

Outgrown your spreadsheet?

Migration takes 5 minutes. Reminders start the moment you save.

Start tracking — free See all features
Last reviewed · Published by Trackords
Questions? info@trackords.com