Customer follow-up tracker

What the customer follow-up tracker does

Most sales come from following up. Record each enquiry with the customer, what they asked for, the value and the date to follow up next. The tracker shows which follow-ups are due or overdue today, counts the leads by stage and totals the value still open.

Who it is for

Small sales teams, freelancers and shop owners who keep leads in their phones and lose track of them.

How to use the workbook

1. Type today's date at the top.
2. Record each lead with its value and the next follow-up date.
3. Update the stage as it moves.
4. Work through everything marked due or overdue first.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Lead, value and next follow-up date
• Stage from a list
• Due, overdue or open flag
• Open value at the top
• Summary of leads by stage

The workbook has these sheets: Instructions, Leads, By stage. The main table has the columns Customer; Enquiry; Value; Stage; Next follow-up; Flag. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Follow up within a day of the enquiry.
• Write the next step each time you speak.
• Close leads that will not buy, so the list stays honest.
• Review the list every Monday.

Why keep this record

Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.

Read how to build a cash flow forecast for the wider picture. See more business templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to build a 12-month cash flow forecast for a small business
• Guide: How to price your products and services: markup, margin and break-even
• Guide: Turnover tax for small businesses in Kenya: rate, limits and when to use it
• Another template: 12-month cash flow forecast
• Another template: Annual operating budget by department
• Another template: Break-even and pricing calculator

Need something different? Request a custom template, browse all guides or see every Excel template.