{"id":16958,"date":"2026-03-25T14:42:56","date_gmt":"2026-03-25T07:42:56","guid":{"rendered":"https:\/\/beup.space\/?p=16958"},"modified":"2026-04-07T12:06:47","modified_gmt":"2026-04-07T05:06:47","slug":"excel-hay-google-sheets","status":"publish","type":"post","link":"https:\/\/beup.space\/en\/excel-hay-google-sheets\/","title":{"rendered":"Excel or Google Sheets \u2014 A Comparison for Small Businesses"},"content":{"rendered":"

\u23f1 12 min read<\/p>\n

Short Answer:<\/strong> Excel is more suitable when you need to perform heavy calculations, handle large datasets over 10,000 rows, or work offline with sensitive data. Google Sheets is more suitable when you need multiple people to update in real-time, collect data from forms, or quickly share dashboards. Most small businesses in Vietnam should use both<\/strong> \u2014 Excel as the primary calculation system, Google Sheets as the sharing and collaboration layer.<\/p>\n

This article delves into 12 comparison criteria, 3 real-world case studies from Vietnamese businesses, and a decision matrix to help you choose the right tool for each specific situation.<\/p>\n

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Table of Contents<\/p>\n

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  1. What is Excel? What is Google Sheets?<\/a><\/li>\n
  2. Excel v\u00e0 Google Sheets kh\u00e1c nhau \u1edf nh\u1eefng \u0111i\u1ec3m n\u00e0o?<\/a><\/li>\n
  3. Excel c\u00f3 th\u1ebf m\u1ea1nh g\u00ec m\u00e0 Google Sheets kh\u00f4ng c\u00f3?<\/a><\/li>\n
  4. Google Sheets c\u00f3 \u01b0u \u0111i\u1ec3m g\u00ec v\u01b0\u1ee3t tr\u1ed9i so v\u1edbi Excel?<\/a><\/li>\n
  5. 3 Real-World Case Studies from Vietnamese Businesses<\/a><\/li>\n
  6. N\u00ean ch\u1ecdn Excel hay Google Sheets cho doanh nghi\u1ec7p?<\/a><\/li>\n
  7. Hybrid Strategy: Excel + Google Sheets<\/a><\/li>\n
  8. Frequently Asked Questions<\/a><\/li>\n<\/ol>\n<\/div>\n
    \n

    What is Excel? What is Google Sheets?<\/h2>\n

    Microsoft Excel<\/strong> is a desktop spreadsheet software, launched in 1985, running on Windows and macOS. The current version (Microsoft 365) supports up to 1,048,576 rows \u00d7 16,384 columns, features VBA macros, Power Query, Power Pivot, and a vast add-in ecosystem. Excel requires a paid subscription \u2014 approximately 1,500,000\u20132,300,000 VN\u0110\/year for a personal Microsoft 365 plan.<\/p>\n

    Google Sheets<\/strong> is a free web-based spreadsheet application, launched in 2006, running entirely in a browser. It has a limit of 10 million data cells (approximately 200,000 rows if using 50 columns), features Apps Script for automation, and deep integration with Google Workspace. Real-time collaboration is its biggest strength.<\/p>\n

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    Detailed Comparison \u2014 12 Practical Criteria<\/h2>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
    Criteria<\/th>\nExcel Desktop<\/th>\nGoogle Sheets<\/th>\nConclusion<\/th>\n<\/tr>\n<\/thead>\n
    1. Cost<\/strong><\/td>\n~1.5\u20132.3 million VND\/year (M365). Perpetual license ~3\u20134 million VND.<\/td>\nFree. Workspace Business from ~170k\/month<\/td>\nGSheets wins if budget is limited<\/td>\n<\/tr>\n
    2. Data Capacity<\/strong><\/td>\n1,048,576 rows. In practice, runs smoothly up to 500k+ rows<\/td>\n10 million cells. In practice, noticeably slows down after 50,000 rows<\/td>\nExcel is the clear winner<\/strong><\/td>\n<\/tr>\n
    3. Processing Speed<\/strong><\/td>\nLocal computation on CPU. Instant response with files <50MB<\/td>\nDepends on network + Google server. Lags with many formulas<\/td>\nExcel wins<\/strong> \u2014 especially when files are complex<\/td>\n<\/tr>\n
    4. Real-time Collaboration<\/strong><\/td>\nAvailable (M365\/OneDrive) \u2014 but occasionally conflicts when saving<\/td>\nSmooth, many users simultaneously, see each other's cursors instantly<\/td>\nGSheets is the clear winner<\/strong><\/td>\n<\/tr>\n
    5. Offline Work<\/strong><\/td>\nOffline by default. No internet needed<\/td>\nMust be enabled beforehand in Chrome. Doesn't sync until online<\/td>\nExcel wins<\/strong> \u2014 more reliable<\/td>\n<\/tr>\n
    6. Formulas & functions<\/strong><\/td>\n500+ functions. XLOOKUP, LAMBDA, Dynamic Arrays, LET, MAP, REDUCE<\/td>\n~400 functions. Has LAMBDA, XLOOKUP but lacks Dynamic Spill<\/td>\nExcel has a slight edge \u2014 GSheets meets 90% of needs<\/td>\n<\/tr>\n
    7. Macro \/ Automation<\/strong><\/td>\nVBA \u2014 powerful, flexible, runs locally. Power Automate<\/td>\nApps Script (JavaScript) \u2014 easy to learn, runs on the cloud, time-based triggers<\/td>\nIt's a tie \u2014 each has its own strengths<\/td>\n<\/tr>\n
    8. Charts & visualization<\/strong><\/td>\n80+ chart types, pixel-level customization, sparklines<\/td>\n30+ types, sufficient for most needs, easy to embed in web\/Slides<\/td>\nExcel is more visually appealing, GSheets is more convenient<\/td>\n<\/tr>\n
    9. External Integrations<\/strong><\/td>\nPower Query (pulls data from SQL, web, API). Office Store Add-ins<\/td>\nGoogle Forms, Calendar, Gmail, Looker Studio, Zapier, Make<\/td>\nGSheets wins<\/strong> \u2014 more open ecosystem<\/td>\n<\/tr>\n
    10. Pivot Table<\/strong><\/td>\nPivot Table + Pivot Chart + Slicer + Timeline \u2014 extremely powerful<\/td>\nBasic Pivot Table. Lacks Slicer, Timeline<\/td>\nExcel is the clear winner<\/strong><\/td>\n<\/tr>\n
    11. Security<\/strong><\/td>\nLocal files, workbook encryption, password-protected sheets. You have 100% control<\/td>\nData on Google servers. Link and domain-based permissions<\/td>\nExcel for sensitive data, GSheets if sharing is needed<\/td>\n<\/tr>\n
    12. Version History<\/strong><\/td>\nAutoRecover + Manual save. No detailed version history<\/td>\nAutomatic version history, see who edited what, restore at any time<\/td>\nGSheets wins<\/strong> \u2014 better change management<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
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    Quick Summary:<\/strong> Excel wins 5 criteria (data, speed, offline, formulas, pivot). Google Sheets wins 4 criteria (collaboration, integration, version history, cost). 3 criteria are tied or context-dependent.<\/p>\n<\/div>\n

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    5 Irreplaceable Strengths of Excel<\/h2>\n

    1. Pivot Table + Power Pivot \u2014 expert-level data analysis<\/h3>\n

    Pivot Table in Excel is more than just drag-and-drop \u2014 it supports Slicer (visual filters), Timeline (time-based filters), calculated fields, and automatic data grouping. Power Pivot also allows linking multiple data tables (data model) without VLOOKUP \u2014 like a miniature database.<\/p>\n

    Google Sheets has Pivot Table but lacks Slicer, Timeline, and a data model. For anyone needing to analyze revenue by month, by customer, and by product simultaneously \u2014 Excel is the only reasonable choice.<\/p>\n

    2. VBA Macro \u2014 unlimited complex automation<\/h3>\n

    VBA allows you to write programs within Excel: automatically generating reports, formatting data, sending emails, and even connecting to APIs. A single macro can turn 2 hours of data entry into 10 seconds of automated execution.<\/p>\n

    In reality: many inventory, financial, and HR management systems in Vietnam run entirely on VBA macros \u2014 remaining stable for years without needing separate software.<\/p>\n

    3. Large data processing \u2014 over 100,000 rows without lag<\/h3>\n

    Excel Desktop runs on your computer's RAM and CPU. A file with 200,000 rows, 30 columns, and hundreds of formulas \u2014 still responds in seconds. Google Sheets with the same data would lag to the point of being unusable.<\/p>\n

    If you manage a large warehouse, months of sales data, or need to run construction cost estimates with thousands of items \u2014 Excel is unrivaled.<\/p>\n

    4. Completely offline \u2014 no internet dependency<\/h3>\n

    In Vietnam, losing internet connection is not uncommon \u2014 especially at construction sites, warehouses, or suburban areas. Excel runs 100% offline. You open the file, enter data, save \u2014 no need to think about Wi-Fi.<\/p>\n

    5. Data security \u2014 files in your hands<\/h3>\n

    Financial data, contracts, employee salaries \u2014 many business owners prefer not to upload to the cloud. Excel files reside on your computer or hard drive, can be password-encrypted, and no one can access them unless you share. For small businesses without a cloud security policy, this is a real advantage.<\/p>\n

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    5 Irreplaceable Strengths of Google Sheets<\/h2>\n

    1. Real-time collaboration \u2014 multiple users, one file, no conflicts<\/h3>\n

    This is the number one reason people choose Google Sheets. 5 people can open and edit simultaneously, seeing each other's cursors instantly. No need to send files via Zalo, no “file is open by another user” errors, no overwriting.<\/p>\n

    For operations teams needing daily checklists, timesheets, or project progress tracking \u2014 Google Sheets is more effective than any complex project management software.<\/p>\n

    2. Google Forms \u2192 Sheets \u2014 free, automated data collection<\/h3>\n

    Create survey forms, order forms, or registration forms \u2014 data automatically flows into Google Sheets. No coding, no server needed. A bakery owner uses Google Forms to receive online orders; the data flows directly into a sheet, from which they calculate revenue and schedule deliveries.<\/p>\n

    Excel doesn't have a comparable feature that's as simple.<\/p>\n

    3. Version history \u2014 never lose data<\/h3>\n

    Google Sheets saves every change<\/strong>, minute by minute, with the editor's name. Who accidentally deleted something? Restore a previous version in 3 clicks. Excel Desktop doesn't have automatic version history \u2014 if you overwrite, old data is permanently lost (unless you manually back it up).<\/p>\n

    For teams with multiple editors, this is a lifesaver feature.<\/p>\n

    4. Ecosystem integration \u2014 connect everything without code<\/h3>\n

    Google Sheets connects with Calendar (syncs calendars), Gmail (sends automated emails), Looker Studio (visual dashboards), Zapier\/Make (connects 5,000+ applications). An order tracking sheet can automatically send a confirmation email when its status changes to \u201cdelivered.\u201d<\/p>\n

    Excel has Power Automate, but it's more complex and requires Microsoft 365 Business.<\/p>\n

    5. Apps Script + triggers \u2014 time-based automation<\/h3>\n

    Apps Script allows you to write JavaScript code that runs in the cloud. Specifically: you can set time-based triggers \u2014 for example, automatically sending an inventory report via email every morning at 8 AM, or compiling revenue totals every weekend. No computer needs to be on, no background software needs to run.<\/p>\n

    Excel's VBA macros are more powerful in terms of logic, but the file must be open for them to run.<\/p>\n

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    3 Real-World Case Studies from Vietnamese Businesses<\/h2>\n

    Case 1: Owner of 30 rental rooms \u2014 chooses Excel<\/h3>\n

    Problem:<\/strong> Manages rental contracts, calculates monthly utility bills, tracks outstanding debts. Sensitive data (ID cards, contracts). Managed by one person, no collaboration needed.<\/p>\n

    Decision:<\/strong> Excel \u2014 because formulas are needed to link multiple sheets (rooms \u2192 contracts \u2192 utilities \u2192 outstanding debts), sensitive data shouldn't be put on the cloud, and there's only 1 user.<\/p>\n

    Result:<\/strong> Using BEUP's Excel lodging management system<\/a> \u2014 from 3 hours of monthly billing down to 30 minutes.<\/p>\n

    Case 2: 4-person online sales team \u2014 chose Google Sheets<\/h3>\n

    Problem:<\/strong> 4 people receive orders from multiple channels (Shopee, Facebook, Zalo), and need to update order statuses in real-time. Previously, they sent Excel files via Zalo, often overwriting each other's work.<\/p>\n

    Decision:<\/strong> Google Sheets \u2014 because 4 people need to edit simultaneously, the data is not overly sensitive, and it needs to be viewed from a phone.<\/p>\n

    Result:<\/strong> No more missed or overwritten orders. The team updates it themselves, and the shop owner just needs to open the sheet to know the current situation.<\/p>\n

    Case 3: Interior Fit-out Business \u2014 using both<\/h3>\n

    Problem:<\/strong> Detailed estimation is needed (thousands of items, complex formulas), but payment progress also needs to be shared with the homeowner and construction team.<\/p>\n

    Decision:<\/strong> Excel as the estimation engine (using BEUP construction estimation system<\/a>), Google Sheets as the shared progress sheet. Each week, key figures are updated from Excel to Google Sheets.<\/p>\n

    Result:<\/strong> The homeowner sees real-time payment progress. The construction team knows which items have been approved. Accounting still maintains the main Excel file with all complex formulas.<\/p>\n

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    Decision Matrix \u2014 Choosing the Right Tool for Each Scenario<\/h2>\n

    Answer these 4 questions to determine what you should use:<\/p>\n\n\n\n\n\n\n\n\n
    Question<\/th>\nIf YES \u2192 Excel<\/th>\nIf NO \u2192 Google Sheets<\/th>\n<\/tr>\n<\/thead>\n
    Data over 10,000 rows?<\/td>\nExcel \u2014 speed and Pivot Tables<\/td>\nGSheets is sufficient<\/td>\n<\/tr>\n
    Need multiple people to edit simultaneously?<\/td>\n\u2014<\/td>\nGSheets \u2014 real-time collaboration<\/td>\n<\/tr>\n
    Sensitive data (financial, contracts)?<\/td>\nExcel \u2014 local file, you control<\/td>\nGSheets if you trust Google<\/td>\n<\/tr>\n
    Need VBA macros or advanced Pivots?<\/td>\nExcel \u2014 no alternative<\/td>\nGSheets + Apps Script is sufficient for the remaining 90%<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Simple rules:<\/strong> If you answer “YES” to at least 2 questions \u2014 choose Excel. If you answer “NO” to all 4 \u2014 Google Sheets is sufficient. If mixed answers \u2014 read the next section.<\/p>\n

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    Hybrid Strategy: Excel + Google Sheets<\/h2>\n

    Most small businesses in Vietnam don't need to choose one \u2014 but should using both in different roles<\/strong>.<\/p>\n

    The “Engine + Dashboard” Model<\/h3>\n\n\n\n\n\n\n\n
    Role<\/th>\nTool<\/th>\nWho uses it<\/th>\nExample<\/th>\n<\/tr>\n<\/thead>\n
    Engine<\/strong> (primary processing, calculation, storage)<\/td>\nExcel<\/td>\n1\u20132 key personnel<\/td>\nInventory, budgeting, and cash flow files<\/td>\n<\/tr>\n
    Dashboard<\/strong> (sharing, updating, collaborating)<\/td>\nGoogle Sheets<\/td>\nEntire team + stakeholders<\/td>\nProgress trackers, operational checklists, KPIs<\/td>\n<\/tr>\n
    Data collection<\/strong> (forms, registrations)<\/td>\nGoogle Forms \u2192 Sheets<\/td>\nCustomers, employees<\/td>\nOrders, surveys, time tracking<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    How to sync:<\/strong> Manual weekly updates (copying key data from Excel to Google Sheets), or use Power Automate\/Zapier for automation if data changes frequently.<\/p>\n

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    Frequently Asked Questions<\/h2>\n

    Excel or Google Sheets: Which is Better?<\/h3>\n

    Neither is absolutely “better”. Excel is stronger for calculations, large datasets, and macros. Google Sheets is stronger for collaboration, integration, and being free. The choice depends on your specific needs \u2014 see the 12-criteria comparison table above.<\/p>\n

    How many rows of data can Google Sheets handle?<\/h3>\n

    The technical limit is 10 million cells. But in practice<\/strong>, Google Sheets noticeably slows down when exceeding 50,000 rows \u2014 especially if there are many formulas. If your data exceeds 10,000 rows and requires complex calculations, you should consider switching to Excel.<\/p>\n

    Is Excel free?<\/h3>\n

    Excel Online (web version) is free but lacks many important features: no VBA, limited Pivot Tables, no Power Query. Full Excel Desktop requires Microsoft 365 (~1.5\u20132.3 million VND\/year) or a perpetual license purchase (~3\u20134 million VND). Additionally, some SMEs still use pre-installed Excel versions on their machines.<\/p>\n

    Should I use both Excel and Google Sheets simultaneously?<\/h3>\n

    Yes.<\/strong> This is the most common strategy we advise small businesses on: Excel as the primary calculation system (engine), Google Sheets as the sharing and collaboration dashboard. See the “Hybrid Strategy” section above for implementation details.<\/p>\n

    Is Google Sheets safe for storing financial data?<\/h3>\n

    Google Sheets is secured by Google's system (encryption, 2-step verification). However, data resides on Google's servers \u2014 you don't have 100% physical control. If financial data is particularly sensitive (contracts, salaries, national IDs), many Vietnamese small business owners still prefer Excel Desktop to keep files on their personal computers.<\/p>\n

    How does Excel Online differ from Excel Desktop?<\/h3>\n

    Excel Online is free, runs in a browser, and supports real-time collaboration \u2014 but lacks VBA macros, Power Query, Power Pivot, and many advanced charting features. It's closer to Google Sheets than Excel Desktop. If you're using Excel Online and find it sufficient \u2014 then Google Sheets will also be sufficient (and possibly more convenient).<\/p>\n

    When should I switch from Google Sheets to Excel?<\/h3>\n

    Three clearest signs: (1) the file starts lagging \u2014 slow to load, choppy scrolling \u2014 typically when exceeding 30,000\u201350,000 rows; (2) you need advanced Pivot Tables with Slicers or a data model; (3) you need macros to automate complex processes (generating reports, formatting data, sending bulk emails).<\/p>\n

    Is there a way to sync data between Excel and Google Sheets?<\/h3>\n

    There are several ways: (1) manually \u2014 copy-paste key figures weekly; (2) upload an Excel file to Google Drive, which will automatically convert it to Sheets (but macros will be lost); (3) use Zapier or Power Automate for automatic syncing; (4) use Apps Script in Google Sheets to pull data from Excel files on OneDrive\/SharePoint.<\/p>\n

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    You don't need to design from scratch<\/h2>\n

    Whether You Choose Excel or Google Sheets \u2014 The Hardest Part Isn't Picking the Tool. It's... designing the internal system<\/strong>: sheet structure, linking formulas, what the dashboard displays, and how data flows.<\/p>\n

    One wrong formula, and the dashboard gives incorrect numbers. Missing one link, and the data becomes fragmented. That's why many skilled Excel users still spend weeks building a complete system \u2014 only to discover logical errors after a few months of use.<\/p>\n

    That's also why we build our Excel management systems at BEUP<\/strong> \u2014 each template is a complete solution, thoroughly tested with Vietnamese businesses:<\/p>\n