ProLens vs Spreadsheets
Spreadsheets got you here. ProLens takes you further.
75% of architecture and engineering firms still manage projects in Excel. It works until it doesn't.
Side by side
The same job, two completely different tools.
Real-time data
Spreadsheets
Manual updates
ProLens
Auto-synced from your platform
AI analysis
Spreadsheets
None
ProLens
Daily briefings, flags, and recommendations
Client portals
Spreadsheets
Email attachments
ProLens
Branded portal, always current
Cross-project view
Spreadsheets
Multiple tabs, manual linking
ProLens
Single dashboard, all projects
Budget tracking
Spreadsheets
Formula-based, error-prone
ProLens
AI-powered burn rate monitoring
Team utilization
Spreadsheets
Manual time aggregation
ProLens
Automated from time entries
Version control
Spreadsheets
Budget_v3_FINAL_v2.xlsx
ProLens
Always current, one source
Setup time
Spreadsheets
Hours to build, ongoing maintenance
ProLens
Connected in minutes
Pipeline tracking
Spreadsheets
Another spreadsheet
ProLens
Deal Health Scores (A through F)
Invoice follow-up
Spreadsheets
Manual reminders
ProLens
Automated payment reminders
Cost
Spreadsheets
Free (but hours of manual work)
ProLens
$299-$999/month, flat (not per-user). Enterprise plans available.
Per-row outcome, not a marketing claim. Read the rest of the page for the honest take.
Key differences
Three differences worth understanding.
Your data updates itself
Every number in ProLens comes directly from your project management tool. No copying, no pasting, no Monday morning data entry. When a time entry is logged or an invoice is sent, ProLens reflects it within minutes.
AI catches what you miss
A spreadsheet shows you what you entered. ProLens reads your entire firm's data and surfaces what needs attention. Budget overruns, stale client updates, declining margins, and deals going cold. You see problems before they become emergencies.
Your clients get a portal, not a PDF
Instead of exporting a spreadsheet, formatting it, and emailing a PDF every week, ProLens gives your clients a branded portal they log into anytime. Project status, milestones, documents, and outstanding invoices. Updated automatically.
When to use what
The honest take.
We respect the alternatives. Here's when each one is the right call.
Use Spreadsheets when
Keep your spreadsheets for one-off calculations, personal tracking, and quick what-if analysis.
Use ProLens when
Use ProLens for firm-wide visibility, client communication, AI intelligence, and everything that needs to be current and shared.
“We replaced 14 weekly spreadsheets with 1 dashboard. The Monday morning ritual stopped being a job.”
Operations lead, 42-person architecture firm
The bottom line
Spreadsheets are free but they cost you hours every week. ProLens runs $299-$999/month, flat (not per-user), with Enterprise plans available. The firms that switch get those hours back, plus intelligence no spreadsheet can generate. They don't go back.