A lead-tracking spreadsheet with a little follow-through.

Borrow our sheet. Keep the good habits.

The free lead tracking template has two sheets: Lead tracker, ready for your enquiries, and Example & guide, with fictional records. Start in the blank one; the example makes the choices less mysterious.

It includes 100 blank entry rows, stage dropdowns and a Follow-up check column. The review date is editable. If you add more rows, extend and check the formulas and dropdowns.

Open the .xlsx in Excel. In Google Sheets, choose File → Import → Upload, select the workbook and choose Create new spreadsheet. Check dates, dropdowns and calculations before sharing.

Prefer building your own sales lead tracker? The header-only CSV gives you the column names, without the workbook’s formulas, colours or dropdowns.

The template is free. Kibi CRM is separate: a 14-day trial, then a paid plan. You do not need a CRM subscription to use the sheet.

Fourteen columns. Each one earns its chair.

You can use fewer columns. These fourteen separate the enquiry, responsibility and follow-up without turning every row into a miniature autobiography.

Give each enquiry a stable Lead ID. Two people can share a name, and one customer can ask about two different things.

Store phone numbers as text to preserve country codes and leading zeros. Need both phone and email? Add separate columns, rather than mixing them into an unrecognisable jumble.

“Interested” is a feeling. Give the lead a stage.

Lead status distinguishes a new enquiry from an active conversation or a completed decision. The template offers New, Contacting, In discussion, Quote sent, Won and Lost.

Agree what each stage means before anyone starts colouring cells. When does New become Contacting? Does Quote sent mean the proposal was sent, or also that the customer acknowledged it?

Keep definitions simple enough to use consistently. Quote sent still needs a next action; the label alone will not answer a customer’s question.

Use Won and Lost deliberately. They close the active follow-up in this template. If a customer later returns with a different request, record the new enquiry and keep the earlier outcome.

Missing is different from overdue. The sheet should say so.

An enquiry can be overdue, or have no follow-up planned. One red cell hides the more useful question: what needs fixing?

The Follow-up check lists missing ownership, stage, next action or follow-up date on an active row. It also flags Overdue, Due today or Scheduled against the selected review date.

B7 uses TODAY(). Check that review date before you start. In Google Sheets, check File → Settings → Time zone; teams can enter one agreed review date instead.

If several things are missing, fix all of them. Naming an owner does not choose what that owner should do.

Unrecognised date text gets Check date. Won or Lost rows show Closed; unused blank rows stay blank. The checks prompt a review rather than fill the gaps for you.

These are date-based checks, not alarms. The workbook will not ring a phone, email a teammate or know whether a promised 4 pm call has happened.

Write the precise callback time in Next action and the relevant time zone alongside it. A next-follow-up date of Friday means Friday; it does not mean the customer agreed to any hour you fancy.

An old copy or changed formula can show an old answer. Check the review date and calculations before treating the list as today’s work.

Make the morning review small enough to happen.

Check your sales follow-up tracker before the first “any update?” of the day. Agree a short routine with the people making the calls.

Confirm the review date. Find active enquiries without an owner or next step. Assign them deliberately, rather than letting the fastest person inherit everything.

Review overdue and due-today rows. Read the last note first: the customer may be waiting for your answer, rather than a reminder that they have not replied.

After the conversation, update the last contact, stage and notes. Replace the old next action with the new agreement. If the conversation is finished, record the outcome.

If Maya is away, who covers her callbacks? A name in a cell is useful only while the team knows who is available.

In Excel, use a table header’s filter arrow to narrow the list. In shared Google Sheets, use a personal filter view when you want to avoid changing everyone else’s view.

• Repair gaps: owner, stage, next action and follow-up date.
• Work the agreed follow-ups: overdue and due today.
• Update the record after the conversation, while the details are fresh.
• Hand over anything the usual owner cannot cover.

Write the note the next person would thank you for.

The workbook’s fictional Alex Morgan asks for an office-refresh estimate. Maya spoke with Alex yesterday and is due to call about the estimate today.

“Alex — quote — interested” leaves a covering colleague guessing. Which work? Is Alex waiting for an estimate, a call or an answer about the next step?

A useful note preserves the question and the promise. It need not preserve every conversational detour, the office weather report or your deeply personal review of the customer’s ringtone.

After the call, write the result. If Alex asks for time until Wednesday, plan Wednesday. Filling the sheet should help you respect the conversation.

One shared list. Skip the “which version?” dance.

Pick one working tracker and agree where it lives. A downloaded copy can be an archive; it should not quietly become the second live list.

Review who can view and edit the shared tracker. A hidden column or protected sheet is not a substitute for choosing who receives access.

Avoid public links for customer contact details. Share what people need for their task, and review access when responsibilities change.

Before adding a row, check the contact and enquiry. A person asking twice about the same request may need an update to the existing record. A new service request may deserve its own row.

Do not delete possible duplicates just because the names look familiar. Check the contact route, request and recent history first.

Keep passwords, identity documents and irrelevant private details out of the tracker. Include the context a colleague needs for the next conversation.

Moving the list? Make the first import a small one.

Keep the workbook. Copy row 12’s headings and a few authorised, filled enquiry rows into a clean sheet. Leave the introductory rows and calculated Follow-up check behind.

Export that clean sheet’s needed values as CSV. Kibi imports CSV, rather than the .xlsx workbook. The header-only download is a starting point, not a file containing your records.

Split mixed Contact values into Phone and Email where appropriate. Keep country codes, clear dates and useful enquiry context.

Review each suggested field match in Kibi’s preview. Match supported fields, keep relevant extra information deliberately and ignore what the sales-enquiry task does not need.

Our template stages and column headings are starting points, not a guaranteed one-click match. Review status, owners and follow-up dates against the actual records Kibi shows you.

An imported next-follow-up date creates an all-day call. It does not reconstruct a precise callback time written in a spreadsheet note. Check those promises and plan them deliberately.

CSV moves field values, not workbook formulas, colours, old chats or attachments. Inspect representative records with a teammate before changing how new enquiries arrive.

A few things worth asking before row 101.

The spreadsheet bits, straight from the source.

For Excel filters, importing into Google Sheets and sharing controls, these official guides explain the tool-specific steps. Check your imported workbook before using it for live enquiries. Tool-specific instructions checked on 17 October 2026.

The next hello deserves more than a coloured cell.

Use the template if it makes tomorrow’s follow-ups clearer. Name the owner, write the promise and agree when to return. A better conversation is waiting to happen.

Ready for those enquiries to have a shared home? Try Kibi CRM with your team. Keep the warmth in the reply; let Today help you find the next one.