Replace Spreadsheets with a Custom FileMaker Database Application

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Tired of chasing version-control issues, fragile formulas and manual copy-paste? Workaholic Group builds robust, secure FileMaker (Claris FileMaker) database applications that replace spreadsheets across your organisation—so your team can work faster, collaborate safely and make better decisions.

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Why replace spreadsheets?

Spreadsheets are brilliant for quick calculations—but they break down as soon as you need multi-user access, approvals, audit trails or integrations. A custom FileMaker app gives you:

• Single source of truth: One live system instead of multiple spreadsheet copies.

• Speed & automation: Replace manual steps with buttons and workflows.

• Data integrity: Role-based permissions, validations and audit logging.

• Real collaboration: Many users working at once—no conflicts or “file in use.”

• Reporting that sticks: Dashboards, charts and exports you can trust.

• Scale with confidence: Add new features, users and modules without chaos.

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What we build with FileMaker

We design and deliver secure, cloud-hosted (or on-premise) FileMaker database systems tailored to your processes:

• CRM & sales pipelines with email templates, quotes and e-sign workflows

• Project & job management with tasks, Gantt-style timelines and resource planning

• Inventory & asset tracking with barcodes/QR codes and reorder alerts

• Timesheets & billing with approvals and automated invoices

• Compliance & QA with checklists, audit trails and document control

• Service desks & ticketing with SLAs and knowledge bases

• Custom data portals for suppliers, partners and clients

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If you can currently “do it in a spreadsheet,” we can make it faster, safer and far more scalable in FileMaker.

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Key benefits vs spreadsheets

• Zero version confusion: Everyone sees the latest, approved record.

• End formula fragility: Business rules are baked into the app.

• Data security by design: Granular access (by role, department, location).

• Beautiful UI: Forms and dashboards built for non-technical users.

• Mobile & offline: Native iPad/iPhone with offline sync for field teams.

• Integrations that save hours: Connect to Microsoft 365, Google Workspace, Xero, QuickBooks, Slack, Zapier and REST APIs.

• Compliance ready: Clear audit trails, approval flows and record history.​

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Our process

1. Discovery & mapping
   We document your current spreadsheets, workflows and data structure.

2. Rapid prototype
   You test a clickable FileMaker prototype within days, not months.

3. Build & iterate
   We deliver modules in short sprints for quick wins and early ROI.

4. Migrate & validate
   We import your spreadsheet data with checks, deduping and validation.

5. Train & launch
   Role-based training, quick reference guides and admin handover.

6. Support & evolve
   Proactive maintenance, new features and usage analytics.

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Features your team will love

• Role-based dashboards and task queues

• Advanced search and saved filters

• Inline approvals and notifications

• File attachments (POs, specs, photos)

• Bulk import/export (CSV/Excel/PDF)

• Automated emails and reminders

• KPI dashboards and custom reports

• API endpoints for partners/portals

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For leadership

• Real-time visibility: See pipeline, revenue, utilisation and risk in one place.

• Stronger governance: Permissions, audit logs and documented processes.

• Lower risk: No single point of failure in a key spreadsheet.

• Faster decisions: Reliable data and consistent reporting.

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For operations

• Fewer manual steps: Auto-create tasks, POs, invoices and follow-ups.

• Cleaner data: Required fields, validation and deduping.

• Happier team: Intuitive screens instead of complex spreadsheets.

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For IT

• Secure architecture: SSO options, SSL, backups and role-based access.

• Maintainable: Clear schema, documented scripts and admin tools.

• Extensible: Add modules without re-platforming.

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Typical migration timeline

• Week 1–2: Discovery, prototype and data model

• Week 3–6: Core build and first module live

• Week 7–10: Data migration, reporting, training and go-live
  (Complexity and scope can adjust this, but we always deliver value early.)

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Sectors we support

Professional services · SaaS · Manufacturing · Construction · Non-profits · Education · Healthcare providers · Retail & e-commerce · Logistics & field services

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Integrations (examples)

Microsoft 365 (Excel/SharePoint/Teams) · Google Workspace · Xero · QuickBooks · Stripe · DocuSign · Slack · Zendesk · Twilio · HubSpot · Zapier · REST/JSON APIs

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Case-style outcomes

• From 14 spreadsheets to one app: Reduced order errors by 63% and saved 10+ hours/week.

• Mobile field reporting: 48-hour report lag cut to same-day with photos and signatures.

• Finance automation: Timesheet approvals and invoice creation reduced month-end by 3 days.

(Ask us for references and a demo relevant to your process.)

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How we compare

• Off-the-shelf tools: Fast to start but rigid later; you end up bending your process.

• Custom code: Flexible but slower and costlier to maintain.

• FileMaker with Workaholic Group: Rapid, flexible, maintainable and cost-effective.

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Pricing & engagement

Transparent, phased delivery with options for fixed-price modules or time-and-materials. Ongoing support plans include upgrades, monitoring and feature requests.

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Get started

Ready to retire spreadsheet chaos? Let’s map your workflows and show you a live prototype.

Book a discovery call today.

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Frequently Asked Questions

What is FileMaker and why use it instead of Excel?
FileMaker (by Claris) is a low-code database platform designed for multi-user business applications. Unlike spreadsheets, it provides secure, structured data, workflows, permissions and integrations—ideal for operational systems.

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Can we keep some spreadsheets?
Yes. Many clients keep lightweight sheets for ad-hoc analysis while the operational “system of record” moves into FileMaker.

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How do you migrate our data?
We clean, map and import your existing spreadsheets, set validation rules and run test migrations to ensure accuracy.

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Does it work on mobile?
Yes. FileMaker Go runs natively on iPhone/iPad, with offline capture and later sync if you’re in the field.

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What about integrations?
We connect to common tools (Microsoft 365, Google, Xero, QuickBooks, Slack, Zapier, DocuSign, Stripe and REST APIs) so data flows automatically.

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Is our data secure?
Your app includes role-based access, SSL, encrypted backups and audit trails. Hosting options include on-premise or secure cloud.

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How long does it take?
Most organisations see their first live module in weeks, not months, thanks to our rapid prototyping approach.

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Can you support and enhance it after launch?
Absolutely. We offer support plans and ongoing development so your system grows with your business.