The Complete Guide to Spreadsheet Server for Yardi

What Is Spreadsheet Server?

Spreadsheet Server is an Excel add-in developed by insightsoftware (formerly Global Software, Inc.) that creates a live, direct connection between Microsoft Excel and your ERP database. For Yardi Voyager users, this means pulling real-time general ledger balances, transaction details, and operational data directly into Excel cells: no exports, no manual data entry, no waiting for IT to build a report.

Origins and Ownership

Spreadsheet Server was originally created by Global Software, Inc. insightsoftware acquired Global Software in 2018 and continues to develop the product. The add-in now connects to 140+ ERP systems, including Yardi Voyager, MRI Software, SAP, Oracle, and JD Edwards. For Yardi-focused organizations, the key benefit is that SSS speaks Yardi's language natively: it understands the multi-segment chart of accounts, GL structures, and reporting hierarchies that Voyager uses.

License Tiers

Spreadsheet Server uses named-user licensing across three tiers:

• Limited: View-only access to existing reports. Users can open and refresh workbooks but cannot create new formulas or modify report structures.
• Gold: Full report creation capabilities plus access to Distribution Manager for automated report generation and delivery.
• Platinum: Everything in Gold plus Query Designer access, which enables custom database queries through a visual interface.

System Requirements

SSS requires Microsoft Excel 2016 or later on Windows, .NET Framework 4.8, and network access to the configuration files that store database connection profiles. Mac and Excel for the web are not supported.

If you want to understand how SSS fits into Yardi's broader reporting ecosystem alongside YSR, SSRS, and Power BI, see our complete comparison of Yardi reporting tools.

How Spreadsheet Server Connects to Yardi

Yardi Voyager runs on Microsoft SQL Server. Spreadsheet Server connects directly to Yardi's SQL database through connection profiles configured in the Application Configurator, the central administration tool for all SSS settings.

Connection Profiles

Each connection profile defines the target database server, authentication method, and security permissions. These profiles are stored in encrypted XML files (DotNetSecurity.xml and DotNetConnections.xml) that SSS reads at startup. The Application Configurator manages creation and modification of these files.

SSS supports both Windows Authentication (using the logged-in user's Active Directory credentials) and SQL Server Authentication (using a dedicated database username and password). Most enterprise Yardi environments use Windows Authentication to align with existing security policies.

Production vs. Read-Replica Connections

Many organizations choose to connect SSS to a read-replica or nightly database backup rather than the production Yardi database. This avoids any potential performance impact on Voyager during peak hours, particularly when complex Query Designer queries run against large transaction tables. The trade-off is data freshness: a nightly backup introduces up to 24 hours of latency, while a read-replica configured with SQL Server Always On Availability Groups can stay within seconds of production.

Ledger Type and Segment Configuration

For Yardi connections, SSS uses the DesignerGL ledger type, which maps to Yardi's multi-segment chart of accounts. The Application Configurator defines which segments are available in GXL formulas (entity, property, GL account, department, and any custom segments your Yardi installation uses). Getting this segment mapping right during initial setup is critical, because every GXL formula references these segments by position.

GXL Formulas: The Foundation of SSS Reporting

The GXL formula is the core building block of every Spreadsheet Server report. It is an Excel function that queries the connected database and returns a value, typically a GL balance, directly into a cell.

Formula Structure

The basic GXL syntax follows this pattern:

Each parameter serves a specific purpose:

• Key1 / Key2 / Key3: Connection identifiers that tell SSS which database and ledger to query
• Year: The fiscal year (e.g., "2026")
• Format: The aggregation method for the returned value
• Period: The fiscal period or range
• Segments: Each subsequent parameter maps to a position in Yardi's chart of accounts (entity, property, account, department, etc.)

Format Options

The Format parameter controls how SSS aggregates the data:

• PER: Returns the balance for a single period
• QTR: Returns the quarter-to-date balance
• YTD: Returns the year-to-date balance
• LTD: Returns the life-to-date (inception-to-date) balance
• RANGE: Returns the balance across a defined multi-period range

Wildcards and Advanced Filtering

GXL formulas support several techniques for selecting multiple chart of accounts values in a single formula:

• Wildcards: Use * to match any characters (e.g., "8*" returns all accounts starting with 8, which typically captures all revenue accounts in Yardi)
• Ranges: Specify a start-to-end range of values
• Value lists: Comma-separated lists of specific values
• Segment lists (^prefix): Reference a named list of segment values stored in the configuration
• Hierarchy values (^^prefix): Reference an account tree or hierarchy node, which automatically includes all child values

Supporting Tools

The Locate Segment tool in the SSS ribbon lets users browse the chart of accounts and insert segment values without memorizing codes. The Formula Assistant (available with Gold license and above) provides a guided interface for building GXL formulas with customizable templates, which reduces errors for users building reports for the first time.

Starting with version 25.1, the SSTimestamp formula logs the date, time, and user who last refreshed a workbook, providing an audit trail for compliance-sensitive reporting.

This formula returns the year-to-date balance through period 6 for property 100, across all accounts starting with 8 (revenue accounts in a standard Yardi chart of accounts).

Query Designer: Custom Reports Without Code

While GXL formulas are powerful for GL-based reporting, many Yardi reporting needs go beyond general ledger balances. Job cost detail, contract tracking, vendor aging, and custom operational reports all require access to specific database tables and joins that GXL formulas cannot address. Query Designer fills this gap.

How Query Designer Works

Query Designer provides a drag-and-drop interface for building database queries. Users select tables, define joins, add filters, and choose output columns, all without writing SQL code. The resulting queries are saved as .edq files, which can be shared across the organization and referenced from Excel workbooks.

Two formula types work with Query Designer output:

• GEXQ: Returns a single summary value from a query (e.g., total job cost for a specific project), similar to how GXL returns a single GL balance
• GEXD: Generates a detail report, populating multiple rows and columns of data from the query results

Platinum License Requirement

Query Designer requires a Platinum license. Gold and Limited users can open and refresh workbooks that contain GEXQ and GEXD formulas, but they cannot create or modify the underlying .edq query files. For organizations with a small number of report builders and many report consumers, this tiered approach can keep licensing costs manageable.

Integration with Angles Professional

As of version 25.2, .edq files can be uploaded to Angles Professional (insightsoftware's cloud analytics platform) for conversion into interactive dashboards. This provides a path from Excel-based SSS reports to browser-based analytics without rebuilding the underlying data logic.

For a practical example of Query Designer in a Yardi environment, see our Trinity case study, where BC Solutions built 14+ custom Query Designer reports covering job cost summaries, contract tracking, vendor directories, and GL financial reports across multiple Yardi databases.

Common Use Cases for Yardi

Spreadsheet Server's value for Yardi organizations falls into several distinct categories, each addressing a reporting gap that Voyager's built-in tools leave open. These are the use cases where we see SSS deliver the most value for clients.

For organizations that need reports built around these use cases (or others specific to your Yardi configuration), see BC Solutions' custom Yardi reporting services. We also cover situations where standard Yardi reports fall short and custom development makes sense.

Multi-Database Configurations

One of Spreadsheet Server's most practical capabilities for Yardi organizations is its support for multiple simultaneous database connections. This matters most during platform migrations, but it also serves organizations running parallel Yardi environments.

The Migration Use Case

Organizations migrating between Yardi versions (for example, Voyager 6 to 7S) often face a period where historical data lives in the legacy database and current transactions post to the new one. Standard Yardi reporting tools can only query one database at a time, which forces finance teams to run separate reports and manually consolidate the results.

Spreadsheet Server solves this by supporting multiple connection profiles configured in the Application Configurator. A single Excel workbook can contain GXL formulas pointing to both the legacy and current databases, with results consolidating automatically in the spreadsheet.

Parameterized Database Tokens

For report templates that need to work across different databases, SSS supports parameterized database connection tokens. These tokens act as variables in GXL formulas: instead of hard-coding a specific connection profile, the formula references a token that users can switch at runtime. This means a single Excel template can serve multiple purposes (current year reporting, historical lookback, cross-database reconciliation) without maintaining separate workbook files for each database.

This was a critical capability during BC Solutions' multi-year Spreadsheet Server engagement with Trinity, where reporting continuity across databases was a core requirement throughout their Yardi platform migration.

Common Technical Challenges (and How to Solve Them)

Spreadsheet Server is a mature product, but connecting any external tool to a Yardi database introduces technical considerations. These are the five issues we encounter most frequently in client engagements.

SSS vs. YSR vs. SSRS vs. Power BI

Spreadsheet Server is one of several reporting tools available to Yardi organizations. Understanding where each tool excels helps you make informed decisions about which to invest in.

For most Yardi organizations, the right approach is a layered strategy: YSR for standard reporting needs, with Spreadsheet Server, SSRS, or Power BI added where specific requirements demand it. SSS fills a distinct niche for teams that want live GL data inside Excel with formula-level control, particularly for job cost and construction-oriented reporting. For a deeper look at how all four tools compare across cost, latency, and adoption, see our full Yardi reporting comparison.

When to Use Spreadsheet Server

Spreadsheet Server is a specialized tool. It solves specific problems well and should be evaluated against those specific needs rather than adopted as a general-purpose replacement for Yardi's built-in reporting.

Understanding Yardi's shift from Correspondence to YSR is helpful context here. YSR is Yardi's strategic direction for custom reporting within Voyager. Spreadsheet Server serves a complementary role for organizations that need Excel-native, formula-driven access to Yardi data, particularly when the reporting requirements extend beyond what YSR can address out of the box.

Frequently Asked Questions

What is Spreadsheet Server?

Spreadsheet Server is an Excel add-in developed by insightsoftware (formerly Global Software, Inc.) that creates a live connection between Microsoft Excel and your ERP database. For Yardi Voyager users, it pulls real-time general ledger balances, transaction details, and operational data directly into Excel cells using GXL formulas that reference Yardi's multi-segment chart of accounts. It supports 140+ ERP systems beyond Yardi, including MRI, SAP, Oracle, and JD Edwards.

How much does Spreadsheet Server cost?

Spreadsheet Server uses named-user licensing across three tiers: Limited (view-only), Gold (report creation plus Distribution Manager), and Platinum (adds Query Designer for custom database queries). insightsoftware does not publish pricing publicly. Contact their sales team directly or work with an accredited partner for a quote. As a reference point, pricing is typically structured as an annual subscription per named user, with volume discounts available for larger deployments.

What are the main alternatives to Spreadsheet Server for Yardi?

The three main alternatives are: YSR (Yardi Spreadsheet Reporting), which is included with Voyager and produces custom Excel/Word/PDF reports run from within the Voyager interface; SSRS (SQL Server Reporting Services), which handles formatted print-ready reports but is being deprecated by Microsoft; and Power BI via Yardi Data Connect, which delivers interactive dashboards and cross-source analytics. Most organizations benefit from a layered approach. See our full reporting comparison for a detailed breakdown.

Does Spreadsheet Server work with Yardi Voyager?

Yes. Spreadsheet Server connects directly to Yardi Voyager's Microsoft SQL Server database through connection profiles configured in the Application Configurator. It uses the DesignerGL ledger type, which maps to Yardi's multi-segment chart of accounts (entity, property, GL account, department, and any custom segments). Many organizations connect to a read-replica rather than the production Yardi database to avoid performance impact during report generation.

What is Query Designer in Spreadsheet Server?

Query Designer is a drag-and-drop interface included with Spreadsheet Server's Platinum license tier. It lets users build custom database queries without writing SQL code by selecting tables, defining joins, adding filters, and choosing output columns through a visual interface. Queries are saved as .edq files that can be shared across the organization. For Yardi users, Query Designer is particularly valuable for job cost reporting, contract tracking, vendor analysis, and operational reports that go beyond general ledger data.

Can Spreadsheet Server connect to multiple Yardi databases?

Yes. Spreadsheet Server supports multiple connection profiles configured in the Application Configurator. Each profile can point to a different Yardi database (or different version of Yardi). Parameterized database connection tokens allow a single Excel template to switch between data sources at runtime. This is especially useful during Yardi version migrations when reports need to pull from both the legacy and current databases simultaneously to maintain reporting continuity.