Lead & Follow-up Tracker (Excel)
Every enquiry becomes one row: who it is, where it came from, what they want, roughly what it is worth, who owns it and when you will call next. The workbook flags follow-ups that are overdue, due today or due in the next few days, so nothing waits in someone's memory. A Summary sheet counts leads by stage, shows which sources actually turn into orders, and lists each salesperson's open, overdue and won leads.
Free · no sign-up · opens in Microsoft Excel, Google Sheets, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
| Date added | Company / lead | Contact person | Phone | City | Source | Interested in | Est. value (₹) | Owner | Stage | Last contact | Next follow-up | Next action | Follow-up status | Days to follow-up (minus = late) | |
| Oct-26 | Greenfield Hospital | Dr. Meera Nair | 98450 11223 | purchase@greenfield.example | Kochi | Referral | Annual maintenance contract | 2,40,000 | Anita | Proposal sent | Oct-26 | Nov-26 | Call to discuss the revised AMC price | Overdue | -1 |
| Oct-26 | Blue Ocean Logistics | Rahul Verma | 98200 33445 | rahul@blueocean.example | Mumbai | Website | Laptops | 11,50,000 | Karan | Negotiation | Oct-26 | Nov-26 | Send final quote with 3-year warranty | Today | 0 |
| Oct-26 | Sunrise Public School | Mrs. Harpreet Kaur | 98140 55667 | office@sunrise.example | Ludhiana | Walk-in | Projectors | 2,70,000 | Anita | Qualified | Oct-26 | Nov-26 | Demo in the school hall | Soon | 2 |
| Oct-26 | Metro Mart | Imran Shaikh | 99870 77889 | Pune | Trade show / exhibition | POS billing systems | 1,80,000 | Divya | Won | Oct-26 | Delivered; ask for a referral | Closed | |||
| Oct-26 | Hilltop Resorts | Sanjay Thapa | 98160 99001 | gm@hilltop.example | Shimla | Phone enquiry | CCTV installation | 95,000 | Karan | Lost | Oct-26 | Lost on price; try again next season | Closed | ||
| Oct-26 | Al Noor Trading LLC | Faisal Ahmed | +971 50 000 0000 | faisal@alnoor.example | Dubai | Email campaign | Office furniture | 4,20,000 | Divya | Contacted | Nov-26 | Nov-26 | Share catalogue and price list | Upcoming | 5 |
| Oct-26 | Vista Interiors | Pooja Iyer | 98860 12121 | Bengaluru | Social media | Printers | 66,000 | Anita | New | Nov-26 | First call: understand the need | Soon | 1 |
What's inside
- Leads sheet with 500 ready rows: date added, company, contact person, phone, email, city, source, product of interest, estimated value, owner, stage, last contact, next follow-up date and next action
- Follow-up status that fills itself: Overdue (red), Today (amber), Soon, Upcoming, No date set or Closed, plus the number of days to go or days late
- Lead age in days, so old enquiries that never moved are easy to spot
- Setup sheet with your currency symbol, the "soon" warning window and editable lists of salespeople, lead sources, stages and products
- Summary sheet: open and overdue counts, open pipeline value, win rate, leads and won value by source, by stage and by salesperson, and a chart of leads by source
How to use it
- Open the Setup sheet. Type your currency symbol (₹, $, €, £, AED or any other) and how many days ahead a follow-up should show as "Soon".
- Still on Setup, replace the sample salespeople, lead sources and products with your own. Keep the stage names unless you have a reason to change them; Won and Lost must stay as they are because the formulas look for them.
- Go to the Leads sheet and delete the sample rows (select the yellow cells from row 4 down and press Delete).
- For every new enquiry add a row: date, company or person, contact details, source, what they want, a rough value and the owner. Set the stage to New.
- After each call or meeting, type the date in Last contact, choose the new stage, write the next action and set the Next follow-up date. Never leave an open lead without a next date.
- Start each day with Data › Filter on the Follow-up status column: work the Overdue and Today rows first.
- When a deal closes, set the stage to Won or Lost. Closed leads stop showing alerts but still count in the Summary.
Tips
- Write the next action as a verb and an object, for example "Send revised quote" or "Call after budget meeting", so anyone can pick it up.
- Record the real source of every lead. After two or three months the Summary shows which sources bring orders and which only bring calls.
- A lead that has been at the same stage for weeks is usually lost. Ask the customer directly, then mark it Won or Lost so your pipeline stays honest.
- Dates show as 05-Nov-2026 so they read the same in every country. To change the look, select the column and use Home › Number Format › More Number Formats.
- Share the file through OneDrive, Google Drive or SharePoint if several salespeople update it; ask each person to edit only their own rows.
Questions and answers
Is this a CRM?
It covers the core of one: a lead list, stages, owners, follow-up reminders and reports. It does not send emails or messages and it has no app; for a team of one to ten people it is often all that is needed before paying for CRM software.
When does a follow-up show as overdue?
When the Next follow-up date is before today and the stage is not Won or Lost. On the day itself it shows as Today, and within the number of days you set on the Setup sheet it shows as Soon.
How is the win rate worked out?
Won leads divided by all closed leads (Won plus Lost). Open leads are left out, because they have not been decided yet.
Can I add my own stages?
Yes. Add or rename stages in the Stages list on the Setup sheet and they appear in the drop-down. Keep Won and Lost spelt exactly like that, because the alerts and the win rate depend on them.
Does it work in Google Sheets?
Yes. Upload it to Google Drive and open it with Google Sheets: the formulas, drop-down lists and colour highlights all work.