03 Design
The two things a spreadsheet can never have
Permissions and a trail. They are also the two things nobody asks for until the week they are needed, which is why we design them before the features.
| Concern | In a spreadsheet | In the software |
|---|---|---|
| Who can see what | Everyone with the link sees everything | Per role, and scoped to a branch or team |
| Who changed a figure | Unknowable | Recorded with the actor and the timestamp |
| Bad data | Accepted silently, discovered later | Rejected at entry, with a reason |
| Approvals | A colour, and a WhatsApp message | A routing rule with escalation and a record |
| Two people at once | A conflicted copy | Both writes land, in order |
| Backup | Whatever the drive does | Scheduled, and tested by restoring |
- Where the tool touches the books, the proviso to Rule 3(1) of the Companies (Accounts) Rules, 2014, administered by the Ministry of Corporate Affairs, has required a non-disableable audit trail since 1 April 2023, with the eight financial year retention Section 128(5) of the Companies Act, 2013 requires.
- Where it holds employee or customer personal data, the Digital Personal Data Protection Rules, 2025, notified on 13 November 2025 by the Ministry of Electronics and Information Technology, apply, with the main obligations commencing on 13 May 2027.
04 Adoption
How we make sure it gets used
An internal tool has one failure mode that matters: the team goes back to the spreadsheet. Everything here exists to prevent that specific outcome.
Step 1: Time the current task
Minutes per record as it is done today. That becomes the design constraint: if the software is slower it will not be used, whatever else it offers.
Week 1Step 2: Read the sheet as the specification
Columns are fields, formulas are rules, coloured cells are statuses nobody wrote down. The most accurate requirements document is already written.
Week 1Step 3: Design the roles
Who sees, edits and approves, and whether a person is scoped to their own branch in Haryana. Permissions retrofit badly.
Week 2Step 4: Real users in week three
The actual team, doing actual work on a staging URL, which surfaces more in an hour than another month of design would.
Week 3Step 5: Migrate and run both briefly
Data migrated after cleansing, with the spreadsheet kept read-only for a short parallel period so nobody feels stranded.
Weeks 6 to 10
05 Reference
Terms used on this page
- Spreadsheet risk
- The exposure created when a business-critical process runs in a shared spreadsheet: no audit trail, no permissions, no validation.
- Role-based access control
- Written RBAC: deciding who may see, edit and approve which records, including scoping a view to a branch or team.
- Single source of truth
- One system treated as authoritative for a class of data, so a disagreement between reports has one place to be resolved.
- Progressive web application
- Written PWA: an application installed from the browser that works with a poor connection and syncs when it recovers.
- Low-code platform
- A configurable application platform such as Zoho Creator, genuinely cheaper than custom code for forms, registers and approvals.
- Field validation
- Rejecting bad data at entry with a reason, instead of accepting it silently and discovering it in a report months later.
- Data Protection Board of India
- The adjudicating body under the Digital Personal Data Protection Act, 2023. The Schedule to that Act sets fixed rupee ceilings rather than a share of turnover: up to ₹250 crore for failing to take reasonable security safeguards against a personal data breach, up to ₹200 crore for failing to notify the Board and the people affected, and up to ₹50 crore for a breach of any other provision. That is why consent, retention and access control are build decisions here rather than paperwork.
06 Questions
Business software in Gurugram: FAQs
Next step
Send us the spreadsheet, formulas and all.
We will come back with what it would take to turn it into software with proper roles and an audit trail, and an honest view on whether a low-code platform would do it for less.
Read by Dhanush Prabha, our CTO, not a form queue. Reply usually within one working day, in your time zone.
Nebin Binoy 
