Comparing and Matching Two Excel Lists
Comparing two lists looks simple but takes hours by hand: which record is in both lists, which is only in one, which is a duplicate. Small differences in how a name or code is written (spacing, capitalization, abbreviation) slow down a manual comparison even further.
This is a cheap, fast entry-level job that can be solved quickly without setting up complex automation. You send your files, I set up the matching logic, and deliver the result the same day. Depending on the scale of the work, it’s sometimes a one-off, sometimes turns into a recurring need.
Where the comparison gets hard
If the two lists arrive in exactly the same format (same column order, same spelling conventions), comparison is a simple formula job. The difficulty usually comes from lists arriving from different sources with different spelling conventions — one might say “Ahmet Yılmaz,” the other “YILMAZ Ahmet.”
In that case simple one-to-one matching isn’t enough — you need fuzzy matching, logic that recognizes the same record despite spelling differences. Depending on the complexity, I use an Excel formula, VBA, or a Python-based solution.
Typical use cases
Cases I run into often: matching an accounting record against a bank statement, finding duplicates in a customer list coming from two different systems, comparing a supplier list against an order list to spot missing deliveries, matching a staff list against a payroll list.
The common thread is checking the consistency of data coming from two separate sources. The result usually falls into three categories: present in both, present in only one, written differently but likely the same record.
One-off or recurring?
If it’s a one-time check (say, a year-end inventory check), a one-off delivery is enough. If you repeat this comparison every month or every week, a template you set up once and re-run each time makes more sense.
I discuss which one you need in the initial call and recommend the right scope based on how often the work repeats.
How do we start? First, a free 20–30 minute intro call. We talk about what you want and what’s realistic. If it makes sense, I send the scope and price in writing, then we start. You can reach me from the contact page.
Frequently Asked Questions
My files are in different formats (Excel, CSV) — is that a problem?
No, I can combine different formats in the same job. What matters is that the data inside is understandable; the format difference is easy to work around technically.
How long does it take to get the result?
It depends on the size of the lists and the complexity of the matching rule, but for simple cases I can deliver the same day. Jobs that need more complex fuzzy matching can take a few days.
Is it safe to share my data?
For files containing sensitive data (like ID numbers or financial information), I discuss this upfront and, if needed, suggest working with anonymized or sampled data. I fully support being cautious about privacy here.
This is a small job — is it worth it for you?
Yes, I take on small, quick jobs too. These kinds of micro-jobs often turn out to be the first step toward a bigger need (regular reporting, automation) — and they’re a good way for us to get to know how we work together.