Comparison
Running your crèche on a spreadsheet? Here's when to switch.
Most South African centres start on Excel or Google Sheets. It is free, and for a handful of learners it works. This is an honest look at where a spreadsheet stops paying for itself.
Updated August 2026
A spreadsheet is genuinely fine when...
- You have under about 15 learners.
- One person does all the admin and knows the file.
- You are comfortable formatting your own DOE register by hand each month.
- Parents pay reliably without reminders.
If that is you, keep your spreadsheet. We even give away free attendance and fee templates to make it easier — no sign-up.
Where a spreadsheet starts costing you
| Spreadsheet | Zande | |
|---|---|---|
| Attendance register | Re-typed and re-formatted by hand each month | Auto-built from daily attendance, exported in your province's format |
| Fee reminders | You message every parent yourself | Scheduled WhatsApp reminders, per parent, every month |
| Statements | Manual | PDF statements generated and emailed |
| Parent portal | — | Parents see fees, statements & attendance online (Growth plan) |
| Arrears | You tally it yourself | Tracked per learner automatically |
| Backups | One device — lose the phone, lose the data | Stored securely, POPIA-compliant, export anytime |
| More than one staff member | Version chaos | Same live data on every phone |
The real cost of a spreadsheet is not the file. It is the subsidy money lost to a mis-formatted register, and the fees that quietly go uncollected because nobody had time to chase them. Both are usually bigger than a software subscription.
The honest decision rule
- Stay on your spreadsheet if: you are small, collection is under control, and the DOE register is not a monthly headache.
- Switch to Zande if: you are past 15-20 learners, you chase fees by hand, or you have ever lost subsidy to a register mistake. It starts at R99/month, and you can import your existing spreadsheet.
Moving off a spreadsheet takes an afternoon
- Set up your centre free — no card.
- Upload your learner list from Excel. We map the columns, or WhatsApp us and we import it for you at no charge.
- Attendance, the DOE register, and fee reminders work the same week.
Keep the spreadsheet for what it's good at. Automate the rest.
Set up free, then from R99/month. Import your spreadsheet in minutes. No card, no contract.
Try Zande free →