Airtable Database Architecture + Migration from Excel

As your business grows, relying on a complex Excel sheet becomes limiting — not just in efficiency, but in scalability and data accuracy. What you need isn’t a simple migration, but a structured system that supports growth, automation, and clarity across your operations.
I understand you’re looking to transition into a properly designed Airtable base that connects participants, employees, service codes, payroll data, and vendor payments — while also handling Paychex CSV imports, tracking balances, and preparing for client-facing views. This requires thoughtful database architecture, not just setup.
Here’s how I would approach your project:
Design a clean, relational Airtable structure linking all core data (participants, staff, services, budgets)
Set up automated workflows for weekly Paychex CSV imports
Build formulas to accurately track totals, usage, and remaining balances
Structure vendor payment tracking for full financial visibility
Prepare a scalable, portal-ready system with controlled access for clients
I focus on building systems that are not only functional today, but scalable for tomorrow — ensuring your operations remain organized as your client base and team expand.
I’ve worked on structuring data systems that simplify complex workflows, improve accuracy, and save time, allowing business owners to focus on growth instead of manual tracking.
I’d be happy to help you replace Excel with a system you can truly rely on.
Would you like me to outline a quick structure of how your Airtable base would be organized before we begin?

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