You have a lot of leads and you do not want one of them to slip away because you forgot to call. Each morning you want to know who to follow up today and whose follow-up is overdue, and at a glance how much your open deals are worth, how much of that you can realistically expect, and which lead source brings people who actually buy. The free lead and deal pipeline tracker does this from one table where you type your clients. The template and its page are in Arabic.
The problem it solves
Tracking clients from memory or WhatsApp messages works for five clients and falls apart at fifty. A serious lead is lost because nobody called back, deals sit in "negotiation" for months with no date, and you cannot tell whether ads, exhibitions or referrals are worth the money. Worse, adding up every open deal gives a number that will never fully happen, so you plan on a figure larger than reality.
How the sheet solves it, step by step
- In Deals you write one row per client: name, source, stage, deal value, next follow-up date and last contact date.
- The sheet attaches a win probability to each deal from its stage and computes the weighted value = value x probability.
- It compares the follow-up date with today's date and labels the deal overdue, today, upcoming, no date or closed, colouring overdue deals red and today's deals yellow.
- Follow-ups collects the overdue deals and today's deals automatically, oldest date first.
- Funnel summary totals the count and value per stage, the win rate and conversion, and how each source performs.
A walkthrough with the sample data
These numbers come from the sample built into the sheet, not from real clients. Today in the example is 1 November 2026 and there are 18 deals:
- Follow-ups: 5 overdue deals and 2 due today. The oldest is "Al-Mustaqbal private school" (quotation, 90,000), 12 days late, followed by a beauty salon and a tourism office.
- Open: 12 deals worth 760,000, but only 451,250 weighted. The negotiation stage alone (3 deals, 450,000) contributes 337,500.
- Closed: 3 deals won worth 133,000 and 3 lost worth 173,000. The win rate is 50% and the overall conversion is 3 of 18, or 16.7%.
- Sources: referrals brought 5 deals, 2 of them won for 98,000 (40%); the website brought 3 with one won (35,000); Facebook ads brought 4 deals and none has closed yet.
In this sample, chasing the overdue negotiation deals matters more than looking for new leads, and referrals deserve more attention than ads.
Features and why they matter
- A daily follow-up list instead of scanning the table, so nobody is forgotten.
- Weighted value, a forecast closer to reality than the plain total.
- Days since last contact exposes a deal going cold before you lose it.
- Conversion per source helps you split your marketing budget.
- Editable probabilities in Settings so they reflect your own market experience.
- Works in Excel 2016 and later, Google Sheets and LibreOffice; free, no sign-up.
Using the online version
The template page opens directly on this example. Type in the white cells on the page and the grey ones update immediately, and add a new deal with a form instead of typing into the grid. You can import your own .xlsx made from this template, export to .xlsx, or download the original Excel file. Your data stays in your browser and is not sent to the server. Open the template page or the template list.
Who it suits
A service or business-to-business owner (contracting, marketing, training, consulting, supplies) following dozens of clients alone or with one salesperson. For property sales see the real estate leads sheet, and if you sell on instalments the instalments tracker may help.
Common mistakes, and when a sheet stops being enough
Typical mistakes: forgetting to update the follow-up date after each call (the deal then stays "overdue" for no reason), leaving a finished deal with an old date (clear it and set the stage to won or lost), and renaming the stages in Settings. The sheet is edited by one person at a time. If several salespeople each need to see only their own clients and get reminders, Softwiro can build a program around your process. To weigh ready-made options first, read how to compare business software.
FAQ
How is the weighted value calculated? Deal value times the probability of its stage; you edit the probabilities in Settings.
When is a deal overdue? When its follow-up date is earlier than today's date and the deal is still open.
How do I close a deal? Change its stage to won or lost; it becomes closed and leaves the follow-ups, and it is best to clear the follow-up date.