Free CRM Excel Template

CRM template free download

The CRM template free download is one file named free-crm-excel-template.xlsx. Download the Excel file. If you work in Google Sheets, upload that same file. Do not keep two spreadsheets. Pale cells are yours. The Follow-up column and the totals at the bottom are formulas. Sample money is in dollars. Change the currency note in the header if you bill in something else.

Download Excel and open the same file for Google Sheets.

What to type in each column

Customer is the person or account you would ask for on the phone. Harbor Street Apartments and Lena Ortiz are customers. One row is one relationship.

Company is the kind of work they do, or the business name if that is clearer than the person. Cafe, clinic, and landlord are enough. The sheet does not sort by this column.

Phone and email are how you reach them. The sample uses example.com addresses and 555 numbers so the file is safe to open in front of someone else. Replace them before this sheet is your real list. The worksheet does not dial the phone or send the email.

Source is where the lead came from. The sample uses Repeat, Referral, Website, Walk-in, and Quote form. Pick a short list and spell each source the same way every time. This column is a label. It is not in the pipeline math. It answers a later question: which conversations started from a referral, and which ones walked in.

Last contact is the date you last spoke, emailed, or stopped by. Use a real date. March 4, 2026 is a last contact in the sample. If you only remember the month, you still need a day, or the column will not sort cleanly.

Next contact is the follow-up date. This is the column to sort when you sit down to make calls. Lena Ortiz is March 12. Camille Brooks is March 11. A blank next contact on a Won or Lost row is fine. A blank next contact on a live lead is how a name goes quiet.

Next step is the action in a few words. Call on Thursday. Send the price. Walk the rooms. The sheet does not remind you. The words are the reminder when you open the file.

Stage is one of five phrases: New, Talking, Quote sent, Won, or Lost. Spell them the same way every time, including the space in Quote sent. The open pipeline looks for Talking and Quote sent. Won, Lost, and New stay on the list so you can see history, and they are not added into the open money.

Deal value is your current estimate of the work, in dollars, or your own currency. A new lead with no price yet is 0. A quote you already sent uses the number on that quote. When the job is won, leave the value so the won total can still see it. The open pipeline ignores Won, Lost, and New.

Follow-up is green. You do not type Due, Scheduled, or Closed. If the stage is Won or Lost, the cell says Closed. If the next contact is blank on a live row, it says Set a date. If the next contact is today or earlier, it says Due. Otherwise it says Scheduled. The file compares the date with TODAY(), so the word moves when the calendar moves. The example below is read on March 11, 2026. Open the file after that date and the March dates will say Due until you type new ones. That is the sheet telling you the sample is stale.

Open pipeline, open count, won value, and due today are green totals under the list. Open pipeline adds Talking and Quote sent. In the sample that is $4,390.00 across 7 customers. Won value is $911.70. Due today, read on March 11, is 3.

Example: 15 customers on March 11

Harbor Service Co. has fifteen customers in the worksheet. Read the follow-up column as of March 11, 2026. Seven rows are still open: four Talking and three Quote sent. The other rows are Won, Lost, or New with no price.

Talking is Lena Ortiz at $150, Oak Lane Clinic at $900, Peak Fitness at $1,200, and Camille Brooks at $700. That is $2,950. Quote sent is Northside Cafe at $480, Blue Kettle Bakery at $320, and Little Elm PTA at $640. That is $1,440. Together the open pipeline is $4,390.00.

On March 11, three follow-ups are Due. Northside Cafe was supposed to get a price on March 8 and the stage is still Quote sent. Camille Brooks is due the same day, March 11, to price three units. River Hardware is New, the next contact was March 9, and the deal value is still $0. River is not in the open pipeline. Due and open are different questions. Due means you missed a date. Open means the stage is Talking or Quote sent.

Harbor Street Apartments is Won at $256.50, Malik and Co. is Won at $475.20, and Sana Iqbal is Won at $180. Those three are the won value, $911.70, and none of them sit in the open pipeline. Jordan Hale and Green Parcel Co. are Lost. Change Northside Cafe from Quote sent to Won and $480 leaves the open pipeline without you editing the total.

The open pipeline is a money estimate, not cash in the bank. Do not spend it. When the next step is a price, write the number on the quote template and come back to mark the stage.

Excel and Google Sheets

Open the workbook in Excel by double-clicking the file. For Google Sheets, upload free-crm-excel-template.xlsx to Google Drive, right-click it, and choose Open with Google Sheets. You do not download a second CRM template. SUMIF, COUNTIF, IF, OR, and TODAY are the formulas on this sheet, and Google Sheets understands them.

Do not save the sheet as CSV if you still want the math. A CSV keeps the names you typed and throws the formulas away. The full Google Sheets walk-through, including what this CRM spreadsheet will not do for you, is on the CRM spreadsheet page.

Hosted CRMs keep a contact log, nag you about the next action, and sometimes track the email itself. This worksheet does not. I kept it to one fillable sheet on purpose. A stack of tabs for companies, contacts, and a pipeline sounds complete until a small shop has to type the same person three times. Here the next contact date is the nudge. Sort that column. Call the Due rows first.

Common CRM worksheet mistakes

• Typing Quoted instead of Quote sent, then missing that deal in the open pipeline.
• Leaving the next contact blank and assuming you will remember the call.
• Leaving the stage on Talking after the client said yes, so won work stays in the open total.
• Typing Due into the green Follow-up cell. Type a date, or change the stage, and let the word change.
• Treating the open pipeline as money you can spend. It is an estimate of work that is not closed.
• Mixing currencies in the deal value column without saying so in the header.
• Sending the sample file, with example.com addresses still in it, to a real customer.

Related templates

Use the sheet that matches the job. This worksheet is the fillable customer list. The quote is the price. The shorter list is still there if you only need a stage and a next step.

• Free CRM spreadsheet template for Google Sheets
• Shorter customer list
• Quote and estimate template
• Sales templates