Internal tools
When to replace a spreadsheet with a tool
Keep the spreadsheet while one person can manage the records and changes are easy to make. Look at a tool when the team needs permissions, status tracking or a queue.
A shared sheet is cheap to change. If the process changes every week and one person owns a small set of records, that flexibility is useful. Rebuilding the sheet as an application would add logins, maintenance and a migration before the team has learned what it needs.
The cost shifts when several people edit the same record and nobody can tell which status is current. It shifts again when staff copy rows into an inbox or another system, or keep a separate checklist so that nothing gets missed.
The first replacement can be small: one queue, a status on each record, access for the people who act on it and a history of changes. It may only need to link to the accounting or CRM system where the rest of the job already happens.
I would leave charts and extra reports until the team has used that flow. If they need a particular report every Monday, include it. Otherwise, wait until someone can name the question the chart should answer.