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.
The short version
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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 | ❌ | Waitlist open (dashboard shortcut first, browser saving on the roadmap) |
| Follow-up tracking | ❌ Manual | ✅ Smart reminders |
| Analytics | ❌ Basic charts | ✅ Built-in metrics |
The Tipping Point: 20 Applications
In practice, spreadsheets usually start to strain once the search becomes active:
- Under 20 applications: Spreadsheets work fine
- 20–50 applications: Apps can improve organisation
- 50+ applications: Apps are essential (spreadsheets become unmanageable)
At higher application volumes, a spreadsheet is working against you.
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| Option | Cost | What You Get |
|---|---|---|
| Google Sheets | Free | Basic tracking, no AI |
| ApplyArc (Free) | £0 | Up to 100 tracked 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.
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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. Add your active roles into your chosen app (ApplyArc supports manual job entry)
3. Organise into Kanban columns that match your stages
4. Set up automations - follow-up reminders, status tracking
Migration is manual, so move your active roles first and keep the spreadsheet as an archive.
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 saves repetitive admin. 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 feature comparison and common job-search workflows. Updated July 2026.
ApplyArc Research
ApplyArc editorial desk
ApplyArc Research publishes product explainers, source-linked comparisons, and practical job-search guides.
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