PROLUMI: PROJECT ROOM / SOFTWARE COMPARISON
EXCEL OR PROJECT ROOM?
KNOW WHEN TO SWITCH.
Spreadsheets are powerful. But when budgets, expenses, project documents and reports start living in different files, a dedicated workspace may be easier to manage. Here is a practical comparison—not a claim that one tool is always better.
FEATURE BY FEATURE
What changes when you move beyond spreadsheets?
Excel can handle many of these tasks with the right templates and formulas. Project Room focuses on providing a ready-made project workflow.
| Task | Excel | ProLumi: Project Room |
|---|---|---|
| Project budgets | Build and maintain your own workbook | Optional contract budget per project |
| Expense tracking | Manual tables, formulas or templates | Record expenses within the project |
| Profitability overview | Depends on the formulas you create | Budget minus recorded expenses in fixed-price projects |
| Time-and-materials work | Custom cost sheets | Track accumulating costs without a contract budget |
| Labour and equipment calculations | Custom calculations and assumptions | Dedicated personnel and equipment margin tools |
| Project documents | Separate files or linked folders | Project-related document attachments |
| Reporting | Custom print layouts and exports | Project PDF reporting |
| Flexibility | Highly customizable | Focused, structured project workflows |
| Pricing | Depends on your Excel/Microsoft 365 licence | €79.99 regular one-time purchase price |
Comparison describes the intended core workflows of Project Room. Exact features and store prices may vary by released version and region.
THE RIGHT TOOL FOR THE JOB
When should you stay with Excel?
Excel may be enough when…
- You manage only a few simple projects.
- You already have reliable templates and know how to maintain them.
- You need advanced custom formulas, charts or spreadsheet analysis.
- Your workflow changes too often for a predefined structure.
Project Room may be a better fit when…
- You want a consistent way to track each project's budget and expenses.
- You prefer project documents and tasks close to the financial overview.
- You want built-in workflows rather than building another spreadsheet.
- You prefer a focused Windows desktop application with a one-time purchase.
PRACTICAL EXAMPLE
A €25,000 contract with rising costs
Imagine a contractor accepts a fixed-price project worth €25,000. Recorded project costs reach €17,800. The difference is €7,200 before any other costs, taxes or adjustments not included in the example.
Excel can calculate this perfectly well. The question is whether your current process keeps every relevant cost updated in the same place. Project Room is designed to make that ongoing project-level view easier to maintain.
SEE THE PROJECT BUDGET WORKFLOW ↗INTERACTIVE ESTIMATE
What does spreadsheet administration cost in time?
Estimate the value of time currently spent updating project spreadsheets and preparing reports. This is an illustration of your current administrative workload, not a promised saving from switching software.
3 hours × €35 × 46 weeks
Your actual time savings, if any, depend on your workflow and the time required to learn and maintain a new system. This calculation is not a return-on-investment guarantee.
COMMON QUESTIONS
Questions before switching
Does Project Room replace Excel completely?
No. Excel remains useful for advanced analysis, custom spreadsheets and many other tasks. Project Room focuses on structured project tracking, expenses, documents and reporting.
Can I use Project Room for a project without a fixed contract price?
Yes. A project without a contract budget can be used to accumulate and review recorded costs for time-and-materials workflows.
Is Project Room a subscription?
No. Project Room is planned as a one-time purchase Windows desktop application. Check the current store listing for the applicable price and licence terms.
Can I keep using my spreadsheets?
Yes. You can continue using Excel for tasks where it works best. Project Room does not require you to stop using other tools.