Free Excel template

Free Excel CRM template for customer follow-ups

Q: How do I calculate a follow-up date in Excel?

Add the number of days to the last contact date: =F5+14. To vary it by stage, look the number of days up in a small table with VLOOKUP, as this template does.

For freelancers, consultants and small sales teams who need to remember who to call next without paying for CRM software. Log each contact with their stage and the date you last spoke; the template sets the next follow-up date from a cadence per stage, flags follow-ups that are overdue, due today or due this week, and totals the value of your pipeline.

cellwise-simple-crm-follow-up-tracker-template.xlsxExcel workbook · 6.1 KB · works in Excel, Google Sheets, Numbers and LibreOffice · no signup

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Preview and try it

This is the template's sheet, calculated by the same engine as the Cellwise app. Change any number to see the formulas react before you download.

	A	B	C	D	E	F	G	H	I
1	Customer follow-up tracker (simple CRM)
2	Today's date	Nov 2, 2026
3
4	Company	Contact	Email	Stage	Est. annual value	Last contact	Next follow-up	Days until	Follow-up
5	Northfield Veterinary	Dana Ruiz	[email protected]	Customer	18000	Oct 5, 2026	46330	2	This week
6	Brookside Realty	Sam Patel	[email protected]	Proposal sent	9500	Oct 27, 2026	46325	-3	Overdue
7	Kestrel Logistics	Ivy Chen	[email protected]	Qualified	24000	Oct 28, 2026	46330	2	This week
8	Maple & Main Bakery	Tom Becker	[email protected]	Lead	3600	Oct 12, 2026	46321	-7	Overdue
9	Summit Accounting Group	Rachel Ford	[email protected]	Customer	12000	Sep 30, 2026	46325	-3	Overdue
10	Harbor Point Hotel	Luis Ortega	[email protected]	Qualified	31000	Oct 30, 2026	46332	4	This week
11	Cedar Ridge Charter School	Ann Kim	[email protected]	Lead	8000	Oct 26, 2026	46335	7	This week
12	Bluewater Marine	Greg Hall	[email protected]	Dormant	6000	Jul 15, 2026	46308	-20	Overdue
13	Pinecrest HOA	Mia Torres	[email protected]	Proposal sent	4200	Oct 30, 2026	46328	0	Today
14	Atlas Machine Works	Raj Singh	[email protected]	Customer	42000	Oct 20, 2026	46345	17	Later
15	Greenleaf Grocers	Beth Moore	[email protected]	Lead	5400				No contact yet
16	Ridgeway Auto Group	Chris Lane	[email protected]	Qualified	18500	Oct 21, 2026	46323	-5	Overdue
17	Lumen Photography	Zoe Park	[email protected]	Customer	2400	Oct 29, 2026	46354	26	Later
18	Ironclad Security	Owen Price	[email protected]	Proposal sent	15800	Oct 31, 2026	46329	1	This week
19	Vista Event Rentals	Nora Diaz	[email protected]	Lead	7200	Oct 22, 2026	46331	3	This week
20	Oakmont Law Offices	Paul Grant	[email protected]	Dormant	9000	Sep 1, 2026	46356	28	Later

How the formulas work

Next follow-up from a cadence per stage

G5=IF(F5="","",F5+IFERROR(VLOOKUP(D5,$A$28:$B$32,2,FALSE),30))

The last contact date plus the number of days for that contact's stage in the table below: 3 days after a proposal, 7 for a qualified prospect, 30 for an existing customer. Change a cadence once and every contact in that stage moves. IFERROR falls back to 30 days for a stage that is not in the table.

Days until the follow-up

H5=IF(G5="","",G5-$B$2)

Next follow-up minus today's date in B2. Negative means overdue by that many days. Type the date in B2 when you open the sheet, or press Ctrl+; to insert today. A typed date keeps a saved copy readable later.

Flag what needs attention

I5=IF(A5="","",IF(G5="","No contact yet",IF(H5<0,"Overdue",IF(H5=0,"Today",IF(H5<=7,"This week","Later")))))

Overdue, Today, This week or Later, plus No contact yet for a contact you have never reached. In the sample, Brookside Realty's proposal follow-up is 3 days overdue and Pinecrest HOA is due today.

Pipeline value by stage

E28=SUMIF($D$5:$D$24,A28,$E$5:$E$24)

SUMIF adds the estimated annual value of every contact in the stage named in A28. The Overdue column next to it uses COUNTIFS with two conditions, stage and flag, so you can see which stage is being neglected.

Make it yours

Sort by Days until (smallest first) each morning: select A4:I24, Data > Sort by Days until. Overdue contacts rise to the top.
Add a Stage drop-down: select D5:D24, Data > Data Validation > List, and point it at $A$28:$A$32 so stage names always match the cadence table.
Want notes on the last conversation? Add a Notes column to the right of Follow-up, or use Review > New Note on the company cell.
Color the flags: select I5:I24, Home > Conditional Formatting > Highlight Cells Rules > Equal To, and add Overdue (red) and Today (orange).

FAQ

Can Excel be used as a CRM?

For up to a few hundred contacts and one or a few people, yes. A sheet with stages, last contact dates and follow-up flags covers the core of what a small CRM does. Move to a dedicated CRM when you need email sync, shared reminders or detailed activity history.

How do I calculate a follow-up date in Excel?

Add the number of days to the last contact date: =F5+14. To vary it by stage, look the number of days up in a small table with VLOOKUP, as this template does.

Why does a contact say No contact yet?

Its Last contact date is empty, so there is nothing to count from. Enter the date of your first call or email and the follow-up date appears.

Functions used

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Updated November 2, 2026