7 Facts On: Essential to Replace Excel Sheets with Test Case Management Tools

Introduction to Test Case Management Tools

A lot of organizations are using excel sheets to manage test cases. People look out for free tools that can work for them but there are rare chances that anything free will meet your requirements and purpose.

You can use different tools but it is better to stick to the tool which is designed for the required grounds. Excel’s objective is different and it was not created for test case management. 

Pitfalls regarding Excel for Test Case Management

List of challenges one might face while using Excel and the limitations which can cause issues in the entire quality assurance process. 

Collaboration is difficult

With time, the complexity of the project increases, and the number of people working on a task expands too. At that point, communication between the teams matters a lot and there should be an easy and sorted way through which the entire team can communicate in real-time.

Ease of communication is not possible with excel sheets and team members rely on different sources to share suggestions or to put forward queries. 

Data Inconsistency

There is no central repository and everyone uses and updates excel sheets based on their convenience due to which data is not updated in real-time and can’t be accessed on an urgent basis as per requirements. 


While going through the project lifecycle, you will encounter multiple test cases, test requirements, and execution-related issues for which different sheets would be maintained but eventually they would become populous with the software being developed.

At that point, there would be no way to trace certain cases and the team would have to go through numerous records to look out for the required data. Traceability matrix would be generated by team leads or managers in a manual way that would consume their significant time.

Limited security

We can’t expect test case management tools security from excel sheets. Through these sheets, you can only allow people to view or edit the data.

Different levels of access can’t be given to people. As it does not have multi-level access so certain tasks’ access can’t be given to team members.


With the team growth, work requirements and assignments would become complex too. It would be difficult for new members to update the sheets and test cases created by someone else and to maintain the work in a similar way.

Task management will become error-prone and updation would be unreliable which would require supervision from a senior resource. 

Reporting Issues

Report creation is really important in the whole test case management process as insightful reports help stakeholders to make purposeful decisions that help to support their business.

It is not less than a nightmare for a team member to generate reports through excel as it will consume sufficient time and the presentation does not meet expectations. 

Further visit: Introducing Best Guide On Testing AI Models Beyond 2020

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Why shift to test case management tools?

When a team scales up, test case management tools become inescapable and their need becomes urgent. Quality assurance is not as simple as it seems to be and the right tool is required to manage test cases and their requirements.

It not only makes work manageable but also empowers the team to communicate effectively and perform assigned duties, accessing relevant information in real-time becomes possible with a test case management tool. 

Recently, a lot of powerful test management tools were acknowledged by the testing companies which made their work relatively easy as they can effectively track, update and create test cases in an agile environment and testing practices were carried out proficiently.

There are multiple reasons to trust test case management tools rather than an excel sheet but below mentioned features will make your decision a lot easier. 

  1. Reusability of Test Cases
  2. Ease of Traceability
  3. Bug Tracking Facility
  4. AI integration
  5. Insightful Reports
  6. Integration with Project Management Tools
  7. Seamless Integration with Test Automation Tools
  8. Enhanced Security with Role-Based Access


To cope up with the fast-paced IT world, businesses need to rethink their operational practices and the tools they use. Change is inevitable and the sooner you realize this, the better you may perform in the competitive market.

By incorporating the test case management tool, your testing team can easily reuse the test cases and import different files from the system instead of rewriting every single time.

It also takes the responsibility for most of the tasks and processes can be easily automated which are consuming a lot of time through excel sheets

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