Organizing and utilizing sales data effectively is key to continuing to scale your company and drive more revenue. More than likely, as a sales manager, you are inundated with a tremendous amount of sales data each day — from the number of prospecting emails your team sent out last week to how many deals have closed so far this month, and everything in between.
Utilizing spreadsheets in Microsoft Excel is still one way to organize your sales data, visualize the data, and get a birds-eye view of your team’s progress toward sales goals, especially if you don’t currently have sales software to track it for you. Sales spreadsheets can also help you evaluate how your sales process is performing, where your sales funnel may have bottlenecks, and more.
There are a ton of different things you and your sales team can track through Excel spreadsheets. But overwhelming yourself and your team with all kinds of them will be counterproductive. In this article, we’ll show you the main sales spreadsheets you should focus on and ways to take your sales data and activity tracking to the next level.
The Most Valuable Sales Spreadsheets to Use
It may be hard to decipher what data is most important to be looking at and laying out in a sales spreadsheet. It’s important that if you are going to spend time on Excel spreadsheets that you are focusing on what matters most.
You can utilize pre-made Excel spreadsheet templates to focus on what’s important and save at least a little bit of time on the spreadsheet creation and manual entry. Many of these templates are free.
Below are some of the most common and most useful examples of sales spreadsheets, separated by category:
Sales Activity Tracking
Best for pinpointing what is working best in your sales processes and where improvement can be made in cadences etc.
Sales activities are one of the most important things that you and your sales reps should be regularly tracking. You can’t improve your sales process if you aren’t tracking exactly what is being done and how often.
A sales activity tracking spreadsheet can be used by your reps daily and weekly to keep track of the number of calls and emails that were made, meetings conducted, deals closed, and more. Your reps can also use activity spreadsheets as a kind of planner to pre-plan their daily attack and what calls need to be made.
As a sales manager, you should be using spreadsheets to track activity levels by team and by rep on a weekly, monthly, and quarterly basis to drive consistent outcomes and meet goals. You can control activities. So, you can use activity tracking to confidently pivot and make changes in the sales process when needed.
Here are a couple of examples of a sales activity tracking spreadsheet that you can start with:
Sales Activity Tracker Excel Template By Week
A good place to start when it comes to a spreadsheet for sales activity tracking is one like this template from Smartsheet. This template, broken down by week, allows you and your reps to see weekly and monthly totals of sales activities by rep. Just create a login in Smartsheet to access this free template.
With a sales activity tracker like this, you can get an overall understanding of sales activities as a whole by measuring each separate component of the sales process. By tracking each part, you can see how each activity is impacting the big picture.
Smartsheet is a great source that offers a wide variety of templates for whatever you need, including tracking customer follow-ups and even your sales funnel. Some of which, like the activity tracker above, are free. They do require a subscription to access their full library of templates. However, they also offer a free trial so that you can make sure that their templates are right for you and your team.
Sales Activity Tracker Daily Planner Template
Another useful sales spreadsheet for tracking purposes is this template from Template.net (just scroll down to Sales Activity Tracker Daily Planner Template). This template covers the basics for each rep and serves two purposes. First, it allows you to track where your reps time is spent, providing useful insights into what is working and what may need to change. It also enables your reps to plan and organize their day to be more productive. With better organization and daily goal-setting, your sales reps can start getting more done each day.
Although it is another subscription-based site, Template.net does offer a variety of free sales templates, including this daily sales tracker Excel spreadsheet.
Sales Pipeline / Opportunity Tracking
Best for increasing the accuracy of your sales forecasting and setting actionable sales goals
Another important category of sales data to regularly monitor revolves around opportunities. Both opportunities that may be present within your pipeline as well as opportunities to make improvements in your sales processes.
Tracking your pipeline, sales funnel, and lead lists themselves will help uncover more opportunities, improve the accuracy of your sales forecasting, and allow you to set actionable and attainable sales goals.
Here are a couple of examples of sales tracker Excel spreadsheets that you can use to track your opportunities within your pipeline and sales funnel:
Sales Pipeline Template
A sales pipeline spreadsheet, like this template by Smartsheet, is a valuable tool that will help with sales forecasting. (Just click “Sales Pipeline Template” in the article outline on the left). You’ll have a birds-eye view of your sales pipeline for each quarter and be able to clearly see what deals are coming down the pipeline.
A detailed sales pipeline template like this will allow you to keep track of every important aspect of estimated sales in your pipeline by company/customer. You have space to keep track of the probability of closing, the deal status, the projected date of closing for each deal, and any further actions.
One of the most valuable aspects of tracking your sales pipeline is being able to evaluate how small changes in your pipeline variables can impact sales long-term and make proactive changes as necessary.
Sales Funnel Excel Spreadsheet
Laying out and managing your sales funnel visually, like in this sales funnel template from Tipsographic, is one of the best ways to truly understand the steps in your sales process and see where opportunities may lie. In using a spreadsheet like this, you can input your sales data for each of the stages of your sales process (your sales funnel) and evaluate the effectiveness of your current sales process.
You can enter and view how many prospects or customers are in each stage as well as the probability percentage. Then you can determine where bottlenecks might be occurring, causing leads to fall out of your sales cycle, and make improvements to your sales methodologies to improve effectiveness. Tracking and evaluating your sales funnel is a very effective tool in helping to set and reach short-term and long-term sales and business goals.
Best for visualizing the expected future sales revenue and helping your team stay on target to meet their sales goals
Your previous sales data helps set the stage to predict what your future sales will look like. Sales forecasting uses this essential sales data to predict both the short and long-term performance of your company. An accurate sales forecast can give you deep insight and empower your company to make informed, strategic decisions that reinforce and align with the overall sales plan.
Detailed quantitative sales forecasting is extremely beneficial to setting clear and specific sales targets and goals. Creating the sales forecasts will help you and your team determine exactly what needs to happen to meet these sales goals and monitoring the forecast along the way will help stay on course.
Here are a couple of examples of a sales forecast spreadsheet you can use to make informed business decisions and keep your team on track:
Monthly Sales Forecast Excel Spreadsheet
Sales forecast spreadsheets will always break down the projected numbers for a year at a minimum. Some will break that year down by quarters while others, like this template by Smartsheet, will break the year down by 12 individual months. (Just click “Monthly Sales Projection Template” in the article outline on the left). Some templates also allow you to customize it for shorter or longer periods.
For this template, you can input the total projected sales goals for new business and reorders (or subscription renewal, etc.) for each month and then input actual sales numbers for comparison. The built-in formulas will then auto-calculate the variance, so you can measure the accuracy of your forecasted numbers.
Detailed Sales Forecast Template
If you are looking for a more detailed sales forecast template that also lets you analyze the projected growth rate, profit margin, etc, check out this template from Vertex42. It’s perfect for companies that have multiple products.
This spreadsheet template gives you a quick starting point for putting together your sales forecast and also includes some sample charts. You can compare and analyze multiple products and services by entering the monthly units sold, unit price, and cost of goods sold (COGS). The template will then calculate the total revenue, growth rate, margin per unit, and gross profit.
Using sales forecast spreadsheets like these will allow you to predict your company’s future sales performance (as best as possible) and help layout your sales goals to keep you and your team on target.
Sales Goal Tracking
Best for visually tracking progress towards sales goals and being able to pinpoint exactly what may need more attention
Using a sales goals spreadsheet, sometimes referred to as a sales plan spreadsheet, is a clear-cut way of keeping track of your daily, weekly, monthly, or yearly sales goals and what your team’s progress is towards those goals.
There are a variety of different sales goal trackers. Some are built more towards use by your sales reps directly, while other more detailed templates are great for an in-depth managerial perspective. All of them will help drive increased sales effectiveness and more informed decision making.
Here are a couple of examples of a sales goal tracker you can use to track sales progress and drive more revenue growth:
Daily Sales Goal Tracker Template
When reps can clearly visualize their sales goals it will help keep them focused on what they are trying to achieve. With this template from Template.net (just scroll down to Daily Sales Tracking Excel Format), you and each rep can map their daily performance along with their daily sales goals. You’ll be able to monitor the overall team’s daily performance as well as broken down by rep.
In this template, you can easily edit and customize the headers to define details about each sales rep, define their daily targets, and track daily performance. You will also be able to monitor which reps or territories may need more immediate attention to be able to increase sales and reach expected goals.
Using a template like this, especially when progress is visible to the whole sales team, will inherently gamify sales goals. Sales reps are naturally competitive and in most cases will strive to “beat” their colleagues’ sales numbers, driving motivation and productivity higher.
Sales Plan Template
It is important, from a managerial perspective, to have clear sales goals defined from a long term perspective also. Setting and tracking sales goals for the year will help drive sales efforts and data-backed business decisions. This detailed template from Smartsheet helps you plan your sales goals for 12 separate months and is also broken down by product. (Just click “Sales Plan Template” in the article outline on the left).
In this template, you can input data for your previous year’s performance, current sales goals, and percent of change. With a yearly sales plan like this, you can compare data over time and across products and visualize growth in your goals.
Why You Should be Using Automated Sales Software
Looking at sales data and activities in spreadsheets ensures you have all the information you need to review at a glance. There are some great pre-built templates available to start with and customize for your needs. But what if you didn’t have to take the time to manually create the spreadsheets (even using templates), or customize them, or worry about making sure they are always up to date.
Welcome to the wonderful world of sales software that automates much of that process. In today’s digital landscape, utilizing sales software to turn your spreadsheets into automatically updated visual depictions of your data, activities, and even sales funnel is extremely advantageous. These tools will help save you significant amounts of time and enable you to boost both your sales team’s and your company’s success.
Many of the software tools in our list below will help you automatically track data in robust dashboards and view reports that help you visualize all of your most important data in half the time. More graphically-based visual depictions of sales data are read faster and more fully comprehended than line item data. You can more easily pinpoint trends and make proactive corrections where needed more quickly.
Today’s Sales Software Optimizes Your Data and Processes Even On The Go
Most of the sales tech available today is also cloud-based. So you and your team aren’t limited to where or how you can view and edit your sales data. Whether you are in the office or looking at information on the go on your phone, you’ll be able to better manage your team’s activities and sales process.
You’ll also be confident in knowing the information is updated in real-time automatically. Cutting down on the chances of items being mistakenly left out like when data is being put together manually in a sales Excel template. Let’s take a look at some of the best options available today for sales software:
Great Sales Software to Visualize and Track Your Sales Data
From CRMs (Customer Relationship Management) to analytics tools, these are just a few examples of the array of sales software tools available today. All of these will help you move past Excel spreadsheets and make tracking and measuring sales data much easier and more efficient:
Map My Customers
A good CRM software will be your all-in-one sales toolbox. Map My Customers is a good CRM to another level. With the visual, mobile-first software from Map My Customers, you can throw out all of those Excel spreadsheets.
This platform provides you with the sales data organization, tracking, and automation you need directly on your mobile device or desktop. You’ll also get industry-leading customer management, team management, territory mapping, and route optimization. With the built-in Quick Actions, your sales reps can automate much of the activity tracking and automatically log a call, email, or visit. Thus enabling you and your team to keep up with administrative work with very little effort.
Map My Customers maximizes your team’s sales effectiveness through a more intuitive workflow. The purpose-built sales tool makes it easy for you and your team to visualize your data and activity from your mobile device, keeping everyone more efficient and equipping you with a birds-eye view. The platform allows you to capture and surface hidden data, arming you with everything you need to make key decisions that can transform your team.
It can serve as your main sales CRM or Map My Customers does integrate with many of the top CRM options. By optimizing your processes, this software empowers you to make sure that your sales team can spend more time doing what they're meant to do: sell.
Sales Cloud is a sales performance management software and CRM from Salesforce. This is another great tool for visualizing and managing your sales pipeline, optimizing your business processes, and increasing conversions.
This tool helps you standardize sales processes, automate manual tasks, syncs in real-time, and can be accessed on any device. Easily track team performance and make data-driven decisions based on accurate depictions of the health of your entire business.
The Close.io CRM is another powerful tool to help you and your team move away from spreadsheets. The visually detailed reporting features allow you to view both the activity and performance of individual reps and your overall sales team, as well as track sales goals over time. You can easily dig deep into the data to find insights that matter and make informed management decisions.
Close.io also helps inside sales teams increase productivity by bringing all your sales communications together in one place. This robust software includes built-in communications abilities for calling, emailing, and SMS. It also makes it easy for your reps to zero-in on the right leads at the right time with powerful search and filter functions. With Close.io’s built-in API, you can automate and connect Close.io with other apps in your stack of sales apps.
Datahug is a sales platform that helps automate much of the manual processes you and your team use daily and helps visual all of the sales data gleaned from your emails, calendars, CRMs, etc.
This platform helps to replace spreadsheets by making it easy for you to create and evaluate highly detailed sales forecasts and pipelines. This keeps all of your information in one place and allows an objective way of assessing the health of each deal in your pipeline. Whether you work with multiple products or revenue streams, you can easily handle complexity within this platform and view easily to comprehend sales forecasting.
You can also easily track and measure all of your team’s prospecting efforts and ensure effort is being spent appropriately for all of your target accounts.
Use Automated Software to Elevate Your Team’s Workflow
As you can see, using an Excel sales spreadsheet can serve an important purpose and help you keep your finger on the pulse of your sales team. To be able to track progress towards goals, make critical improvements in processes, and continue to increase revenue you have to track sales data in an organized way. Though spreadsheets can be effective, they are time-consuming.
By automating data tracking and sales management with great tools like the ones covered above, you’ll increase sales effectiveness and empower your team to work at peak levels. More importantly, you will level-up your ability as a sales manager to make confident, data-driven decisions and capitalize quickly on opportunities to help your company grow. Try some of these tools out today and optimize your team’s workflow!