Google Sheets vs. Claris FileMaker: Why Spreadsheets Aren’t Enough for Serious Business Applications in 2025
Ben Fletcher • 29 April 2025
The case against Google Sheets in 2025
Spreadsheets have their place. Google Sheets is widely used for tracking data, performing quick calculations, and sharing simple lists. But when your business starts to rely on spreadsheets for critical workflows, collaboration, or customer management, you quickly hit their limits.
If your team is stitching together Google Sheets with manual processes, copy-paste routines, and half-baked scripts, it’s time to look at a real business solution: Claris FileMaker.
Here’s a breakdown of the challenges Google Sheets presents and why Claris FileMaker is the smarter, more scalable platform for growing businesses in 2025 and beyond.
1. Spreadsheets Are Not Databases
- Google Sheets Limitation: Google Sheets is fundamentally a spreadsheet tool, not a database. There are no enforced relationships between tables, no data validation beyond basic rules, and no robust schema to prevent user errors. Data can easily become inconsistent, duplicated, or overwritten.
- FileMaker Advantage: Claris FileMaker is a true relational database platform. It allows you to define relationships between tables, enforce business rules, and keep your data structured and consistent. With FileMaker, your data isn’t just stored—it’s organised and protected.
2. Lack of Custom Workflows
- Google Sheets Limitation: You can create formulas and basic automations with Google Apps Script, but building structured workflows or user interfaces is clunky, inconsistent, and requires developer knowledge. There’s no native user interface layer to guide different users through tasks.
- FileMaker Advantage: FileMaker lets you create custom forms, dashboards, and user interfaces tailored to different roles and workflows. With built-in scripting tools and visual layout editors, you can automate approvals, assign tasks, generate reports, and more—all without complex coding.
3. Poor Multi-User Control and Access Management
- Google Sheets Limitation: Collaboration in Google Sheets means everyone sees the same thing. Fine-grained control is limited, and real-time editing can lead to conflicts, accidental deletions, or confusion. Audit trails are limited, and restoring data isn’t always straightforward.
- FileMaker Advantage: FileMaker offers granular user privilege sets, record-level access control, and full audit logging. Your team members only see what they need—and nothing more. Plus, every change is tracked, and restoring previous versions is easy with server-managed backups.
4. No Native Mobile or Offline Support
- Google Sheets Limitation: While you can view and edit Sheets on mobile, it’s far from a dedicated mobile experience. Offline use is limited, and complex features often break on mobile devices.
- FileMaker Advantage: FileMaker Go is a dedicated iOS app for mobile users—ideal for field service, sales teams, inspections, and more. Offline access is built-in, and once you’re reconnected, data can be synchronised. It’s the perfect fit for remote or on-the-go teams.
5. Integration Friction
- Google Sheets Limitation: Google Sheets has some integration options through Apps Script, Zapier, or Google Workspace. But creating and maintaining these integrations can be complex and unreliable—especially at scale.
- FileMaker Advantage: FileMaker integrates seamlessly with thousands of tools through Claris Connect, REST APIs, and native support for JSON and cURL. Whether you need to link to popular cloud business tools like Dropbox, DocuSign, Mailchimp, Shopify, Xero, or internal APIs, FileMaker makes integrations easy and reliable.
6. Limited Reporting and Visualisation
- Google Sheets Limitation: While Google Sheets can display charts and pivot tables, building professional reports is time-consuming. Data visualisations are basic, and sharing formatted reports with stakeholders often requires exporting to PDF or another tool.
- FileMaker Advantage: FileMaker includes built-in reporting tools and allows you to create rich layouts, dynamic dashboards, and automated reports—all styled exactly how you want. You can export as PDFs, email them automatically, or view reports directly in-app.
7. No Real Support or Roadmap for Growth
- Google Sheets Limitation: As your business grows, managing dozens of linked sheets becomes a nightmare. There’s no roadmap to scale and integrate a spreadsheet-based system into a full business platform.
- FileMaker Advantage: FileMaker is built for growth. Whether you start with a small team or scale to hundreds of users, your solution can evolve as your business does. With cloud hosting, web access, mobile apps, and advanced performance tuning, FileMaker is the platform you won’t outgrow.
Final Thoughts
If you’re relying on Google Sheets to manage core business functions, you’re likely wasting time, risking data integrity, and holding back your team. Spreadsheets are great tools—for the right jobs. But once your processes become critical, complex, or collaborative, it’s time to move to something more powerful.
Claris FileMaker gives you the control, flexibility, and professionalism that Google Sheets simply can’t match.
Ready to Graduate from Spreadsheets?
At DataTherapy, we help organisations move beyond spreadsheets with custom-built, user-friendly FileMaker solutions tailored to your business.
We’re a UK-based team of fully employed professionals—no freelancers—and all our developers are Certified Claris FileMaker Experts. As a Claris Platinum Partner, we’re trusted by businesses across the UK to deliver robust, scalable systems that power growth and performance.
Get in touch today for a free consultation – and let’s show you what’s possible when you leave spreadsheets behind.
While the new AI features of Claris FileMaker 2025 will undoubtedly generate the most headline interest, there are a number of other new under the hood features which are no less important to professional FileMaker developers. Here is a quick overview of some of the new features we will be using immediately to speed and ease our development, as well as improving the real world performance of apps: 1) GetFieldsOnLayout function Returns a list of the fields on a layout as JSON data. Includes only the fields that are accessible to a find.
Upgrade to Claris FileMaker 2025 with secure, scalable UK-managed hosting by DataTherapy. Fast setup, expert support, AWS infrastructure, no long contracts.
Claris FileMaker 2025 has launched with a range of new features that will undoubtedly make developing new custom apps both quicker and more powerful, but what are the benefits of upgrading if you are currently using an older version of the FileMaker platform? Using a version older than of FileMaker 19? In that case there are even more good reasons to upgrade - contact our team to find out more about the benefits from upgrading that you have been missing out on! Highlighted below are some of the key differences in features were introduced between FileMaker v19, 2023 (v20), 2024 (v21) and now 2025 (v22) releases:
Claris FileMaker 2025 is the ultimate platform for custom app creation, now with powerful new native features for leveraging Artificial Intelligence by integrating Large Language Models (LLMs) and integrating with Claris Connect and Claris Studio . Given its advanced features and capabilities, it's the platform of choice for SMEs seeking to start fresh building a new custom business app. However, if you're thinking about upgrading from an older Claris FileMaker version, preparation is key, and that's where we come in. This brief guide outlines the major points of consideration when upgrading. However, don't worry if these technicalities overwhelm you - our expert consulting team is just a click away, ready to guide you through any concerns. The Upgrade Process: Claris FileMaker v12-v2024 (.fmp12 format) The good news: versions 12-2024 share the same file format as the 2025 version, making upgrades a breeze. However, certain interface changes might require user adaptation if your app was built prior to FileMaker 16. For example, if your users utilize the footer bar for zoom control, view mode changes, or status bar display, they'll have to adjust to using the upper status bar and application menus. If that's a challenge, our consultants can assist with incorporating zoom control into your interface layouts. One caveat is that while it's possible to use legacy versions of Claris FileMaker Pro to connect to Claris FileMaker Server 2025, we advise against it. Mixing client versions can prevent you from leveraging the full benefits of the Claris FileMaker 2025 feature set. For maximum security and optimal performance, make sure both the server and all users are on the latest software version and patch. Claris have compiled a handy checklist of deprecated features in Claris FileMaker 2025, so make sure to verify if these impact your usage: https://support.claris.com/s/answerview?anum=000048380&language=en_US Revamping Your Legacy Systems: Claris FileMaker v11-6 (.fp7 & .fp5 format) or earlier Older versions of FileMaker are a testament to the platform's longevity. However, they do come with unique challenges, including the impossibility of direct conversion using Claris FileMaker 2024. Don't worry, we're equipped to handle these issues and are ready to bring your vintage database files into the present. We also recommend considering a fresh start. The latest Claris FileMaker boasts myriad features that can significantly boost your business operations. Remember: upgrading isn't merely about maintaining the status quo—it's about embracing innovation and driving your business forward. If you want to do the minimum possible work to convert your files into the v2025 format then look at our previous guide for FileMaker Pro 19: https://www.datatherapy.com/news/2020/6/5/planning-your-upgrade-to-claris-filemaker-19-platform General Upgrade Considerations: Let's Get Practical No matter your current version, our team can assist you through the upgrade process, even if your app involves complex dependencies, such as integrations with legacy software or plugins. Note that most plugins will require updates (sometimes paid) to ensure compatibility with Claris FileMaker 2025. We encourage you to consider the future-proofing benefits of a 'cloud-first' and 'AI-first' mindset. Older systems may not have been built with this in mind, but the modern FileMaker platform has been designed to seamlessly integrate with other cloud solutions and now leading public and private LLMs. Ultimately, we believe that your software should work for you, not the other way around. That's why we're committed to ensuring your upgrade is more than a simple technical exercise—it's a strategic move that aligns with your business' evolution. If you're ready to harness the power of the modern, interconnected, and dynamic Claris FileMaker 2025, get in touch with us today . We're here to help you achieve your business goals.
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