Client CRM Spreadsheet Template Excel Google Sheets | Sales Pipeline Tracker, Lead Follow Up, Weighted Forecast for Small Business

YOUR PIPELINE SAYS $392,150. YOUR FORECAST SAYS $169,392.

Both numbers are true. Only one of them is a plan.

This workbook opened its own sample file - 46 deals, 22 of them still live - and found $80,450 sitting behind a follow-up that was already late, $61,100 in deals nobody had touched in three weeks, and two open deals where nobody had decided on a next step at all.

None of it was hidden. It was just spread across an inbox, a notes app and somebody's memory.

That is what this is for.


THE FOUR NUMBERS AN INBOX CANNOT GIVE YOU

A weighted forecast. Not the sum of everything open - that number is a fantasy, and it is the one most people quote. Each deal counted instead at the probability of the stage it is actually in. In the sample file that is $169,392 against a full-price total of $392,150. The gap is 57 percent, and it is the difference between a plan and a hope.

What a won deal costs you, by channel. Leads per channel is vanity. Revenue per channel is better. What you actually want is the cost of a signed deal from each one, and it is almost never the channel with the most leads. In the sample file a website form wins a deal for $156 and paid search wins the same deal for $5,100. Thirty-two times the money for the same signature.

Touches per win. How many calls, emails and meetings your team spends to close one deal. The sample file says 131. Once you know that number a revenue target stops being a wish and becomes an activity target you can put in a diary.

The dollars behind a late follow-up. Not how many follow-ups are overdue. How many dollars are. Eight late actions sounds like admin. $80,450 sitting behind them does not, and it is the one number that gets somebody to pick the phone up.


WHAT IS IN IT

Thirteen tabs, 7,217 formulas, one lead list that every other tab reads from.

Leads - the master. Company, contact, source, service, owner, value, stage, expected close, last contact, next action. Type a deal in once. Its probability, weighted value, follow-up status, days in the pipeline, stalled flag and days to close all fill themselves in on the same row.

Dashboard - twelve figures and the four lists that need a decision from you today. Open pipeline, weighted forecast, weighted for the next thirty days, win rate, average deal, average days to close, revenue for the last twelve months, follow-ups overdue and the money behind them, stalled deals, clients to re-engage. Not one number on that page is typed in. Every one is a formula reading another tab.

Pipeline - deals, value and weighted value by stage, then the same split by person and by service line. Win rate per person against a target you set yourself.

Forecast - rolling thirty, sixty and ninety day windows, six months ahead by expected close month, and twelve months behind by what actually closed. Plus the one comparison worth making: your weighted ninety-day forecast against the last ninety days of real revenue. If the first is a long way above the second, the honest reading is usually that your stage probabilities are optimistic.

Follow-Ups - two lists that build themselves. What is overdue, worst first. What has gone quiet, biggest first. And separately, the open deals nobody has set an action on at all - those never appear on an overdue list, because there is no date for them to be late against.

Quotes - what you sent, what it was worth, when it expires and what happened to it. Quote-to-win rate by count and by value, average days to a decision, and the value that expired with nobody ever answering.

Clients - one row per company. Lifetime value, open pipeline, win rate, and the number of days since anybody spoke to them. Anyone past your own threshold lands on a re-engage list. In the sample file that is five companies carrying $100,250 of past revenue between them.

Activity - calls, emails, meetings and proposals per person per week, with the deals won and the revenue in that week read straight off the lead list. Touches per win, meetings per win, revenue per touch.

Win-Loss - win rate by count and by value, why deals are lost with the dollars against each reason, win rate by deal size band, and how long a lost deal ran before it died. A deal lost on price in four days was never qualified. A deal lost on price after ninety was lost on trust.

Source ROI - leads, wins, revenue, spend, cost per lead, cost per win and return by channel, ranked, counted inside the same window your spend covers.

Settings and Lists - your thresholds, your stage probabilities, your wording.

Plus a Data Check column that catches the things that do not produce an error. A closed deal with no closing date. A lost deal with no reason recorded. The same lead ID used twice. An open deal with no expected close date. A closing date before the deal opened. None of those break the file. They quietly make the Dashboard wrong while it goes on looking completely normal.


HOW IT WORKS

Open Settings and set how many days of silence counts as a stalled deal, how far ahead a follow-up should warn you, and the probability against each stage. Open Lists and put your own sources, services, people and lost reasons in. Open Leads and start typing. Add each company to the Clients tab once - the Dashboard tells you how many are still missing.

The white cells are yours to type in. The pale green ones are calculated and locked so they cannot be typed over by accident. There is no password on the protection.

Forty-six sample deals, thirty-two companies, thirty-three quotes and twelve weeks of activity are already in there so you can see what everything does before you delete them. Every sample date is relative to today, so the file is never stale when you open it.


COMPATIBILITY

Microsoft Excel 2016, 2019, 2021 and 365, on Windows and Mac. Google Sheets - upload to Drive and choose File, then Import, then Replace spreadsheet. No macros, no add-ons and no array formulas, which is what usually breaks a template on the way into Sheets.


WHO IT IS FOR

A service business owner or a solo consultant. A contractor, an agency, a coach, a photographer, a B2B freelancer. Anyone running leads out of an inbox and a notes app, losing deals to forgotten follow-ups, and not ready to pay per user per month for a system they will use a tenth of.


INSTANT DOWNLOAD

One .xlsx file, yours to keep, free updates.

This is a record keeping and planning tool. A weighted forecast is an estimate built from probabilities you choose yourself, not a prediction, and it should not be the only basis for a hiring or a spending decision.

📗 HOW TO OPEN IN GOOGLE SHEETS (free & easy):
This is one file that works in BOTH Excel and Google Sheets — there's no separate file to find, you just import the download once:
1. Go to sheets.google.com and open a blank spreadsheet
2. Click File ▸ Import ▸ Upload
3. Drag in the .xlsx file you downloaded from this order
4. Choose "Replace spreadsheet" and click Import data
All tabs load as a full Google Sheet saved in your Drive — edit it on any device. (Prefer Excel? Just double-click the file to open.)

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VIDEO TUTORIAL INCLUDED
This template comes with a step-by-step video walkthrough to help you get set up in minutes. Your tutorial link is included with the instant download.