This is a really good discussion topic and one that I see a lot out there whereby practices aren't utilising the full potential of Xplan to help in reviews and tracking all the data around them. In my opinion, using a combination of the Review Module (which doesn't have to be just for annual reviews, it can be used for ANY regular client contact), automatically activated Workflows (cases), and Xport reporting, all of the above information can be captured and you can rest assured all your clients will feel the love. This will reduce the double handling of maintaining a spreadsheet and also ensure one source of truth exists and is up to date.