Almost every operations team starts tracking recurring work in a spreadsheet, and for good reason: it's free, flexible and everyone knows how to use it. The problems appear gradually, as more people, more processes and more history pile into it.
Signs you've outgrown the spreadsheet
You spend time chasing people for updates instead of the sheet telling you where things stand. Nobody is sure which version is current. A step was marked done but you can't tell who did it or when. Late work is only noticed when someone happens to look. Reporting on last quarter means a day of cleanup first.
None of these are spreadsheet bugs. A spreadsheet stores data; it doesn't know that step four can't start until steps two and three are done, and it can't tell anyone it's their turn.
What process tracking software adds
Ownership: every step has one named person or team responsible. Order: steps open only when what they depend on is finished, so nothing starts too early. Notification: people are told when it's their turn instead of being chased. Evidence: sign-offs record who, when and, where needed, a photo or file. Timing: steps past their target are flagged automatically. History: every run is recorded the same way, so reporting is a view, not a project.
What to look for when you switch
Make sure the tool can model how your work actually flows, including steps that run in parallel and rejoin. Check it works on a phone for people in the field. Look for pricing that doesn't charge for people who only need to view progress. And make sure you can set up your first real process in an afternoon, not a consulting project.