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The Hidden Cost of Managing Requests with Email & Spreadsheets

The Hidden Cost of Managing Internal Requests with Email and Spreadsheets

Using email threads and spreadsheets to track approvals feels simple at first. But over time, the cracks start to show. Requests get lost, mistakes creep in, and no one has a clear view of what’s been approved or who signed off. For SMEs, those gaps often turn into wasted time and real money.

1. Chasing Approvals

Requests can sit buried in someone’s inbox. Staff end up chasing managers, forwarding chains, and copying details from email into spreadsheets. Even ten minutes of back-and-forth per request, across a few dozen requests a month, can eat up a full working day.

2. Errors That Cost You

  • Duplicate entries when the same invoice is added twice.
  • Confusion over versions of a spreadsheet saved in different folders.
  • No clear record of who approved what and when.

3. Poor Visibility

Leaders need to know how money is being committed across the business. Spreadsheets and email provide snapshots, not live data. That lack of visibility makes it harder to control spending or make quick decisions.

4. Audit and Compliance Gaps

If an auditor asked you today for a full trail of approvals, could you provide one? With scattered inboxes and half-finished spreadsheets, most SMEs would struggle.

5. The Human Side

Processes built around email and spreadsheets frustrate staff. People didn’t join your business to waste hours chasing approvals or untangling messy data. Over time, that frustration hurts morale.

A Better Way

  • Requests captured in one place.
  • Smart rules that send them to the right approvers.
  • Automatic audit trails, so you always know who approved what.
  • Notifications and reminders that keep things moving.
  • Clear reports that show where money is going.

Are You Outgrowing Spreadsheets?

Ask yourself:

  • Do approvals often get delayed because someone “missed the email”?
  • Have duplicate or missing requests caused problems recently?
  • Can finance pull a report on committed spend in minutes, not days?

Final Thoughts

Email and spreadsheets might feel free, but the hidden costs build up quickly. Moving to a proper system gives you speed, control, and visibility without the headaches. That’s exactly why we built Reqly: so SMEs can leave outdated processes behind and get back to focusing on their work.

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