Internal Tools · Automation
From Spreadsheet to System
Replaced a six-tab spreadsheet with a workflow tool the ops team actually opens.
- Type
- Internal Tools · Automation
- Studio
- Kaia Studio, New York City
The problem
The business ran on one heroic spreadsheet: manual entry, broken formulas, and a single person who understood it.
What it couldn't break
Couldn't stop operations during the rebuild. Had to import years of messy history without losing anything.
The approach
We mapped the real workflow first — who touches what, in what order — then built the system around it, not around the spreadsheet's accidents.
What we built
A guided internal tool with roles, validation, and automations for the parts nobody should do by hand.
What changed
From spreadsheet to system: new hires onboard in days, errors surface themselves, and the business survives vacations.