Spreadsheet or app? Both work. The honest answer depends on how many jobs you're chasing.
Use a spreadsheet if you're tracking under 15 applications and like full manual control; switch to a dedicated app once you need reminders, status automation, and follow-up nudges across a bigger pipeline. ApplyArc tracks up to 100 jobs free with reminders built in, no card required.
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The Great Debate: Spreadsheet or App?
Every job seeker hits this question: "Should I just use a spreadsheet, or do I need an actual app?"
Both can work. But they're suited for very different situations. Here's an honest breakdown.
When a Spreadsheet Works
Spreadsheets make sense when:
- You're tracking fewer than 15–20 applications
- You enjoy building your own systems
- You don't need automation or reminders
- You're not applying frequently
Best spreadsheet options:
- Google Sheets - Free, shareable, accessible anywhere
- Excel - More powerful formulas, offline access
- Airtable - Spreadsheet-database hybrid, better views
Typical Spreadsheet Setup
| Column | Purpose |
|---|---|
| Company | Who you applied to |
| Position | Job title |
| Date Applied | When you submitted |
| Status | Applied / Interview / Offer / Rejected |
| Contact | Recruiter or hiring manager name |
| Next Step | Follow-up date or action |
| Notes | Interview feedback, salary discussions |
Pro tip: If you go the spreadsheet route, add conditional formatting to highlight overdue follow-ups. Color-code by status.
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When an App Is Better
Apps are better when:
- You're tracking 20+ applications (spreadsheets get messy)
- You want a visual pipeline (Kanban board)
- You need automated reminders
- You want AI features (cover letters, interview prep)
- You're applying actively and need to stay organised
What Apps Offer That Spreadsheets Can't
| Feature | Spreadsheet | Job Tracker App |
|---|---|---|
| Visual Kanban board | ❌ Not built in | ✅ Drag-and-drop |
| Automated reminders | ❌ Manual setup | ✅ Built in |
| AI cover letters | ❌ | ✅ (ApplyArc: 18 tools) |
| Interview prep | ❌ | ✅ AI-generated |
| Chrome extension | ❌ | 🔜 Coming soon, one-click job saving |
| Follow-up tracking | ❌ Manual | ✅ Smart reminders |
| Analytics | ❌ Basic charts | ✅ Built-in metrics |
The Tipping Point: 20 Applications
We analysed thousands of job searches and found a clear pattern:
- Under 20 applications: Spreadsheets work fine
- 20–50 applications: Apps significantly improve organisation
- 50+ applications: Apps are essential (spreadsheets become unmanageable)
The average successful job search in 2026 involves 50–100 applications. At that volume, a spreadsheet is working against you.
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Get free ATS score, then decideCost Comparison
| Option | Cost | What You Get |
|---|---|---|
| Google Sheets | Free | Basic tracking, no AI |
| ApplyArc (Free) | £0 | Up to Unlimited jobs + 5 AI generations |
| ApplyArc (Pro) | £19/month | Unlimited AI + all tools |
| Huntr (Pro)Compare → | $40/month | Job tracking + basic AI |
| Teal+Compare → | $29/month | Resume building + tracking |
Key insight: ApplyArc's free tier gives you more than most paid spreadsheet templates, and the Pro tier costs less than competitors.
Stop losing track of applications
ApplyArc tracks everything automatically, for free.
Migration: Spreadsheet to App
Already have a spreadsheet? Moving to an app doesn't mean starting over.
1. Export your spreadsheet as CSV
2. Import into your chosen app (ApplyArc supports CSV import)
3. Organise into Kanban columns that match your stages
4. Set up automations - follow-up reminders, status tracking
The typical migration takes 10–15 minutes.
The Verdict
| Situation | Best Choice |
|---|---|
| Casual search, <20 apps | Google Sheets (free) |
| Active search, 20+ apps | ApplyArc Free tier |
| Serious search + wants AI tools | ApplyArc Pro (£19/month) |
| Needs team collaborationCompare → | Notion or Airtable |
| Prioritises resume buildingCompare → | Teal+ ($29/month) |
For most active job seekers in 2026, a dedicated app pays for itself in time saved on the very first cover letter. ApplyArc's AI Career Coach adds another dimension - it analyses your pipeline daily and tells you exactly which applications need follow-ups, which interviews to prep for, and where your strategy needs adjusting. No spreadsheet formula can do that.
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Based on analysis of user data from job seekers who switched from spreadsheets to ApplyArc. Updated June 2026.
ApplyArc Research
Job Search & Career Technology Analysts
The ApplyArc Research team tests job search tools, analyses hiring trends, and publishes practical guides for job seekers. Every recommendation is based on hands-on testing, not sponsored placements.
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