Situation

This client is a laboratory organization that needed a better way to manage customer records, sample data, and in-process tracking. Their team was still working in Excel, and that part mattered. The goal was not to rip out a familiar workflow. It was to add structure behind it.

Based on the scoped work, the main needs were straightforward:

• • A cleaner way to store customer and sample data
  • Better visibility into samples still in process
  • Less friction between Excel and Airtable
  • A practical way to update records without re-entering the same information in multiple places

They needed a system that could bring more control and visibility to the workflow while still fitting how the team already worked day-to-day.

Solution

ProsperSpark built a connected workflow between Airtable and a macro-enabled Excel workbook.

We started with the Airtable foundation so the data had a clearer structure.

Airtable base setup
We created the base structure, linked fields, and supporting tables needed to organize customer and sample data more cleanly.

Customer records
We built a customer table to capture core details like company name, address, phone number, and primary contact information. That gave the team one structured place to manage customer records instead of scattering key information across the workflow.

Operational dashboard tracking
We created a dashboard table with roughly 12 fields to give the team an easier way to review samples still in process. This added a clearer operational status view and made active work easier to track.

Views for day-to-day usability
We configured basic views for each Airtable table so records were easier to filter, review, and navigate.

Then we connected the Airtable data back to Excel so the team could keep working from the workbook.

Power Query connection
We built a Power Query connection from Airtable to Excel to keep workbook data aligned with the Airtable base.

Excel-to-Airtable writeback
We wrote a VBA macro that let users send data from Excel into Airtable. That reduced manual re-entry and made the workflow smoother for users who were already working in Excel.

Dashboard maintenance from Excel
We also wrote a VBA macro to add or remove dashboard samples and update status fields directly from the workbook. That helped the team keep dashboard records current without constantly switching systems.

Results

This project did not include documented before-and-after KPI tracking, so quantified time savings or error reduction were not formally recorded in the scoped materials.

Still, the operational improvements were clear.

Better structure
The team now had a defined Airtable base for customer and sample data instead of relying on a looser process.

Better visibility
The dashboard table gave the team a clearer way to monitor samples still in process.

Less system friction
Users could update Airtable and dashboard records from Excel, which reduced context switching and manual re-entry.

A workflow that fit real usage
Instead of forcing the team into a fully new environment, the solution kept Excel in place while adding a stronger data structure behind the scenes.