You want to open your laptop in the morning and know exactly who to call, how late each follow-up is, and what each contract will earn you, without scrolling through rows of names. This free Excel tracker keeps your units and your leads in two linked lists and builds that morning list for you.
The problem it solves
A broker's leads arrive from several places (Facebook, WhatsApp, referrals, a sign) and move through stages over weeks. In a notebook or a chat history, the follow-up that matters is the one you forget. And when you ask which source is worth the money, there is no answer without counting by hand.
What is inside
- Settings: today's date (automatic, but you can type a date) and the default commission percentage.
- Units: for each unit its code, project or area, type, area in m2, purpose (sale or rent), price or monthly rent, and status. The sheet adds price per m2 for sale units, the number of interested clients and the number of viewings, and warns when the status contradicts the purpose.
- Leads: for each lead the date, source, budget, stage, next follow-up date and the unit code they like. The sheet shows the state of the follow-up, whether the budget fits the unit price, and the commission if the deal is signed.
- Today's follow-ups: an automatic list of every lead whose follow-up is late or due today, oldest first.
- Summary: leads, contracts and conversion rate per source, leads by stage, units by status and total commission.
A worked example
The example is sample data: 15 units and 30 leads, with a default commission of 2.5%.
- Unit U01, an apartment of 120 m2 priced at 1,800,000, shows a price per m2 of 15,000. Villa U04, 320 m2 at 6,400,000, shows 20,000.
- Layla Fouad has a budget of 1,500,000 for U01, so the budget column shows "below the price" and you know a negotiation is coming.
- Five leads have reached "contract signed". Two of them have a sale unit selected: U03 at 1,330,000 gives a commission of 33,250, and U06 at 3,570,000 gives 89,250, a total of 122,500. Two are rentals, which earn no commission in the sheet (see the notes below), and one has no unit selected.
- By source, Facebook brought 9 leads and 1 contract (11.1%), WhatsApp 6 and 1 (16.7%), client referrals 4 and 1 (25%), the sign 4 and 1 (25%), the website 3 and 1 (33.3%), and direct calls and other sources 2 each with no contract. With so few leads, read this as an illustration of how the table works, not as a verdict on a channel.
- Two deliberate slips are in the data so you can see the warnings: unit U12 is marked rented although it is for sale, and one lead has a unit code that does not exist.
Follow-up dates in the sample are set relative to the day you open the file, so the "today's follow-ups" list shows a mix of late and due-today leads whenever you open it.
Why these features matter
- Nobody falls through. The daily list removes the need to remember, and shows how late each follow-up is.
- Budget meets price. You see at once whether a lead can afford the unit they asked about.
- Commission without a calculator. It appears the moment the stage becomes "contract signed" with a sale unit.
- Source decisions on facts. The summary shows which source converts, as your own data grows.
- It works in Excel 2016 and later, Google Sheets and LibreOffice, is free and needs no sign-up.
Using the online version
The template page (in Arabic) opens directly on the example. Edit the white input cells in the page, for example move a lead to another stage or change a follow-up date, and the grey calculated cells update immediately. You can import your own .xlsx file made from this template, export your work to .xlsx, or download the original Excel file. Your data stays in your browser and is not sent to the server. The template list is at /templates.
Common mistakes, and when a sheet stops being enough
- Writing the commission percentage as 0.025 instead of 2.5: type it as an ordinary number, where 2.5 means 2.5%.
- Expecting rental commission: the sheet calculates commission on sales only, so write rental commission outside it.
- Leaving the follow-up date empty: the lead then never appears in today's list.
The sheet tracks the lead after they contact you. If you want clients to see the whole unit as a 360-degree tour on their phone before the viewing, and send their enquiry from inside the tour, that is Softwiro VR. If you are weighing up what to buy, our pre-purchase checklist helps.
FAQ
How is commission calculated? When the stage is "contract signed" and the unit is for sale, the unit price is multiplied by the percentage in Settings. Rentals get no commission.
When is a follow-up "late"? When its date is before today's date and the lead is still open, meaning not "contract signed" and not "not interested".
How many units and leads fit? Up to 300 units and 2,000 leads; the follow-up list shows the first 50.