--- title: Data Sheets Best Practices (Google Sheets and Excel) description: When to use a Data Sheet, when to import a CSV trial balance instead, and how to keep sheet rows updating in your statements and metrics. --- [Skip to content](https://knowledge.reachreporting.com/data-sheets-best-practices#main-content) ![Asset 1.png\]](https://knowledge.reachreporting.com/hs-fs/hubfs/Asset%201.png?height=22&name=Asset%201.png) Open main navigation Close main navigation - [Go to reachreporting.com](https://reachreporting.com/) [Go to reachreporting.com](https://reachreporting.com/) How can we help improve your Reach? - There are no suggestions because the search field is empty. 1. [Knowledge Center](https://knowledge.reachreporting.com/?hsLang=en) 2. [Sheets](https://knowledge.reachreporting.com/sheets?hsLang=en) # Data Sheets Best Practices (Google Sheets and Excel) ## When to use a Data Sheet, when to use a CSV trial balance instead, and how to keep sheet rows updating. Data Sheets bring data into Reach that your bookkeeping software doesn't provide. Here's when to use one, when to use a CSV trial balance instead, and how to keep sheet rows updating in your reports. ### **When should I use a Data Sheet?** Use a Data Sheet for: - Non-financial data, like headcount, units sold or customer counts - Financial data your bookkeeping software doesn't track - Text. Data Sheets can hold text values as well as numbers. ### **When should I use a CSV trial balance instead?** If it's accounting data you get on a regular basis, like a monthly Excel report from an outside asset manager, put it in a trial balance format and import it as a CSV. It scales better and works like the rest of your bookkeeping data, with linked accounts and totals. See [Import Accounting Data Via CSV Trial Balance](https://knowledge.reachreporting.com/import-accounting-data-via-csv-trial-balance?hsLang=en). ### **How do sheet rows work in statements and metrics?** - You can add rows from a Data Sheet to any statement or metric in a report. - Sheet rows aren't linked to accounts in your chart of accounts. They show the sheet's values, but they don't create accounts. - When you update the sheet, those rows update in your statements and metrics. - To include sheet rows in a total line, add a custom row that sums them. ### **Best practices** 1. **Keep the layout the same.** Use the same rows and columns every period so your mapping doesn't break. 2. **Standardize recurring exports.** If the file comes from someone else, ask for the same format each time. 3. **Map the right data point.** In a metric, bring in the data point you need, like Actual or Projected, so the values update correctly. 4. **Replace lines you can't map.** If a statement line can't tie to a data point, hide it, add a mapped line above it, and use a custom row to total them. ### **A sheet row isn't updating. What should I check?** - Make sure the Data Sheet is selected for that row. - Make sure the row is mapped to the right data point, like Actual or Projected. - If you need linked accounts or trial balance totals, import the data as a CSV trial balance instead. ### **Related articles** - [Data Sheets](https://knowledge.reachreporting.com/the-power-of-reach-reporting-data-sheets?hsLang=en) - [Google Sheet Data Sheets](https://knowledge.reachreporting.com/google-sheets-integration?hsLang=en) - [Excel Data Sheets](https://knowledge.reachreporting.com/how-to-use-excel-sheet-as-a-datasheet?hsLang=en) - [Using Sheets Data in Dashboards and Reports](https://knowledge.reachreporting.com/using-sheets-data-in-dashboards-and-reports?hsLang=en) - [General Info](https://knowledge.reachreporting.com/general-info?hsLang=en#main-content) - [Company Settings](https://knowledge.reachreporting.com/general-info?hsLang=en#company-settings) - [Billing](https://knowledge.reachreporting.com/general-info?hsLang=en#billing) - [Troubleshooting](https://knowledge.reachreporting.com/general-info?hsLang=en#troubleshooting) - [Integrations](https://knowledge.reachreporting.com/integrations?hsLang=en#main-content) - [QuickBooks Online](https://knowledge.reachreporting.com/integrations?hsLang=en#quickbooks-online) - [XERO](https://knowledge.reachreporting.com/integrations?hsLang=en#xero) - [Digits](https://knowledge.reachreporting.com/integrations?hsLang=en#digits) - [QuickBooks Desktop](https://knowledge.reachreporting.com/integrations?hsLang=en#quickbooks-desktop) - [CSV Trial Balance](https://knowledge.reachreporting.com/integrations?hsLang=en#csv-trial-balance) - [Gusto](https://knowledge.reachreporting.com/integrations?hsLang=en#gusto) - [MYOB](https://knowledge.reachreporting.com/integrations?hsLang=en#myob) - [Workspaces](https://knowledge.reachreporting.com/workspaces?hsLang=en#main-content) - [Companies](https://knowledge.reachreporting.com/workspaces?hsLang=en#companies) - [Users](https://knowledge.reachreporting.com/workspaces?hsLang=en#users) - [Troubleshooting](https://knowledge.reachreporting.com/workspaces?hsLang=en#troubleshooting) - [Dashboards](https://knowledge.reachreporting.com/dashboards?hsLang=en) - [Reports](https://knowledge.reachreporting.com/reports?hsLang=en#main-content) - [Getting Started](https://knowledge.reachreporting.com/reports?hsLang=en#getting-started) - [Report Builder Elements](https://knowledge.reachreporting.com/reports?hsLang=en#report-builder-elements) - [Metrics/Statement Builder](https://knowledge.reachreporting.com/metrics-statement-builder?hsLang=en#main-content) - [Display Options](https://knowledge.reachreporting.com/metrics-statement-builder?hsLang=en#display-options) - [AR/AP Aging](https://knowledge.reachreporting.com/metrics-statement-builder?hsLang=en#ar-ap-aging) - [Customizing a Metric](https://knowledge.reachreporting.com/metrics-statement-builder?hsLang=en#customizing-a-metric) - [Sheets](https://knowledge.reachreporting.com/sheets?hsLang=en) - [Budget / Forecast](https://knowledge.reachreporting.com/budget-forecast?hsLang=en#main-content) - [Getting Started](https://knowledge.reachreporting.com/budget-forecast?hsLang=en#getting-started) - [Integrations](https://knowledge.reachreporting.com/budget-forecast?hsLang=en#integrations) - [Using Budgets/Forecasts](https://knowledge.reachreporting.com/budget-forecast?hsLang=en#using-budgets-forecasts) - [Consolidations](https://knowledge.reachreporting.com/consolidations?hsLang=en) - [Client Portal](https://knowledge.reachreporting.com/client-portal?hsLang=en) - [AI Enhanced Reporting Info](https://knowledge.reachreporting.com/ai-enhanced-reporting-info?hsLang=en) - [New Features and Updates](https://knowledge.reachreporting.com/new-features-and-updates?hsLang=en) - [Claude Connector](https://knowledge.reachreporting.com/claude-connector?hsLang=en) [![Chill listening crop-3](https://knowledge.reachreporting.com/hs-fs/hubfs/Mark%20Blue%20transparent-100.jpg?width=55&height=55&name=Mark%20Blue%20transparent-100.jpg "Chill listening crop-3")](https://reachreporting.com/) Reach Reporting Help Center Copyright © 2026, Reach Reporting