Excel vs Digital Software
for time tracking
New regulations require digital, immutable, and traceable recording. Does your Excel comply? Spoiler: no. But solving it is easier than you think.
Quick Summary
Excel / Spreadsheets
Won't comply with new Royal Decree- ✗ No traceability — anyone can edit
- ✗ No immutability — data can be manipulated
- ✗ No remote access for inspection
- ✗ Hours of manual management weekly
- ○ Cost: "free" (+ time + risk)
Cleverfy (digital software)
✅ 100% compliance- ✓ Full traceability — every change recorded
- ✓ Immutable and verifiable records
- ✓ Immediate access for Inspection
- ✓ 0 hours of management — all automatic
- ✓ From €1.50/user/month
Why Doesn't Excel Work for Time Tracking?
It's not that Excel is bad. It's that new regulations will require things that Excel simply cannot do.
Immutability
The new Royal Decree will require that records cannot be modified without joint authorization from company and employee, and that every modification is recorded.
In Excel, anyone can edit a cell without leaving a trace. There's no way to guarantee immutability.
Traceability
Every modification must record: who made it, when, what was changed, and why. This applies to all time entries.
Excel has no audit system. Google Sheets has version history, but it doesn't meet the required level of detail.
Access for Labor Inspection
Inspectors must be able to access records remotely and immediately. Sending files by email a few days later is not acceptable.
An Excel file on a local computer or in Drive doesn't allow immediate remote access for an inspector.
Immediate recording
Clocking must be personal, direct, and immediate. Recording the workday "after the fact" or in batch at the end of the week is not allowed.
In practice, Excel is filled in at the end of the day or week. That's not "immediate".
Point by Point Comparison
Legal compliance
Won't comply with new Royal Decree. No immutability or traceability.
100% compliance. Immutable, traceable, and accessible records.
Traceability
Anyone can edit without leaving a trace.
Every change records who, when, and what was modified.
Management time
2-5 hours weekly collecting and managing data.
0 hours. Employees clock in themselves, reports are automatic.
Access for Inspection
Need to collect files and send them. Days of work.
Remote and immediate access. One click.
Breaks and overtime
Manual recording prone to errors and forgotten entries.
Automatic recording with totalization.
Remote work
No way to differentiate on-site vs remote.
Automatic differentiation of work mode.
Human errors
Forgotten entries, incorrect data, broken formulas.
Real-time clocking. No margin for error.
Real cost
Free (but hours of work + risk of penalty).
From €1.50/user/month. ROI in the first week.
The Real Cost of "Free"
Excel is free. But how much does it really cost you to maintain?
📊 Excel — Hidden annual cost
For 10 employees
- Software €0
- Management time (~3h/week x €20/h) €3,120
- Penalty risk (probability x amount) Up to €7,500
- Estimated real cost €3,120+/year
💻 Cleverfy — Real annual cost
For 10 employees
- Basic Plan (10 x €1.50 x 12) €180
- Management time €0
- Penalty risk €0
- Real cost €180/year
Or €699 once with Lifetime Deal (=€58/year over 12 years)
What IS Excel Good For?
The new Royal Decree will require having a manual alternative for contingency situations (system failure, technical problems, etc.). This is where Excel has its place.
- ⚠️ Emergency plan B when the digital system fails
- ⚠️ Temporary recording while implementing the digital solution
- ⚠️ Complementary backup (never as primary system)
In our free resources section we have a contingency Excel template that meets the minimum required fields.
Verdict
Excel is not a viable option for time tracking under new regulations. Not because it's a bad tool, but because new regulations will require features that Excel simply doesn't have: immutability, traceability, and remote access for inspection.
The good news: switching to digital software is easier and cheaper than you think. With Cleverfy, it takes 10 minutes to set up your company and from €1.50/user/month you achieve 100% compliance with no manual management.
Frequently Asked Questions
Can I continue using Excel for time tracking? ▼
Technically yes, but you won't comply with the new regulations. The new Royal Decree will require immutable and traceable digital records. Excel allows anyone to modify data without leaving a trace, which will directly violate these requirements. You can keep Excel as an emergency backup (the law requires a manual alternative), but not as your primary system.
How much does it cost to switch from Excel to digital software? ▼
With Cleverfy, from €1.50 per employee per month. For a company of 10 employees, that's €15/month — less than the cost of ink to print signature sheets. There are also Lifetime Deals from €699 (one-time payment, forever). Setup takes less than 10 minutes.
What are the penalties for not having digital time tracking? ▼
Non-compliance with time recording is considered a serious infringement according to LISOS, with fines between €751 and €7,500 per company. The amount increases based on the number of affected workers. Inspections have increased significantly.
Is it complicated to migrate from Excel to Cleverfy? ▼
No. You don't need to "migrate" historical data: records in Excel are what they are, and Cleverfy starts recording from day 1. Setting up the company takes 10 minutes: you create your account, add employees, and you're done. No installation or special training required.
Do I need to install anything to use Cleverfy? ▼
No. Cleverfy works from the browser on any device. There's also a mobile app and Chrome extension if you prefer, but they're not mandatory. You don't even need a credit card to start the 14-day trial.
What if the digital system goes down? Do I need Excel as a backup? ▼
The new Royal Decree will require having a manual alternative for contingencies (system failure, technical problems, etc.). A basic Excel template can serve as an emergency plan B, but not as the primary system. That said, Cleverfy has 99.9% uptime — outages are extremely rare.
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