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A Simple Lead Tracking Spreadsheet for Follow-Ups

So you’ve started to focus on lead generation.
Did you know that you can use a simple spreadsheet to track leads?
Problem is, making spreadsheets can be time consuming. You’ve got to figure out how it should function, what you want it to do, what you want it to show and how you want it to look.
Thankfully, we’ve done the hard work for you and put together a simple lead tracking spreadsheet to help manage your data.
But first:

What is a Lead Tracking Spreadsheet?

A lead tracking spreadsheet is somewhere to keep contact details (leads) in one one easy to manage place. It looks something like this:

lead tracking spreadsheet
Don’t forget to grab a FREE copy of our lead tracking spreadsheet to help track your efforts at the bottom of this article.

If you want to keep track of sales leads but don’t require a fully fledged CRM software, this spreadsheet may be just the thing for you and your business.
Whether you manually input data or use an email parser, the template has columns to capture information about each sales lead, including contact dates and progress status.
Why bother collecting this information though?
Well, by tracking leads you can:

  • track of communications with customers.
  • plan for future contacts and follow-ups
  • evaluate any potential sales.

You can also indicate lead sources in the spreadsheet to monitor your marketing efforts and to track how customers are referred to your business.

How it works?

Use this template to keep all your lead data in once place, so you can track communications with customers and plan follow-up contacts.
To use this tracking spreadsheet, just fill in the relevant columns to log and store your elad data.
This spreadsheet allows you to easily record the following:

  • General Info: Business Name, Business Category, Contact Name
  • Progress Info: Current contact progress,
  • Address Info: Address, Country, City, State, Zip, Region, Phone Number
  • Online Info: Main Email, Alternative Email, Web Site and Notes

Let’s look at these in a bit more detail:

General Info

This section gives you a chance to input the overall information about your lead:

First Contact Date

When did you first make contact with the lead?

Business Name

Quite an obvious one – what business the lead is from.

Business Category

What industry or niche are they in. This is helpful for deciding if they may be interested in doing business with you or if they would be interested in a mutually beneficial business relationship.

Contact Name

Name of lead, aka who is your point of contact. Ideally you want to make sure you are reaching the right person.

Lead Source

Lead source is the main way by which a lead found your business. How you got this lead will depend on how you operate as a business and industry. Sources for leads include by web, phone, referrals and emails.


What stage your lead is at:

  • Not contacted yet
  • Contacted: waiting answer
  • Contacted: ready for a meeting
  • Turned into customer
  • Contacted: not interested

Address Info

This section is pretty self explanatory, but here’s a quick rundown of the information you can store here:

  • Address
  • Country
  • City
  • State
  • Zip
  • Region
  • Phone Number

Even if your business operates online, it is useful to get a lead’s contact details.

Online Info

This section gives you a chance to input online information about your lead like website or email addresses as well as record any notes:


Drop in the contact email of your lead here.

Alt email

It’s quite common for leads (especially sales people) to have multiple emails for the same company.


Drop in the website of your lead here.


Sometimes, you may want to record notes on a lead by lead basis. Things like discounts or talking points are worth noting down here. Basically, anything that may be useful to you sometime during the leads to sales process.

Sidenote: A FREE Lead Generation Checklist

If you your lead generation efforts have become ineffective, or maybe you haven’t launched your campaign yet and are not sure where to start, there are a few things you want to make sure you get right.
That’s where a checklist can help. Use this lead generation checklist to tick off everything you need for a successful lead generation campaign.


There you have it: how to track leads for free using spreadsheets. Just don’t forget to grab a copy of the FREE lead tracking spreadsheet here.
If you’re looking for a way to speed up adding leads data to your tracking spreadsheet, you might want to look into automating it with Mailparser. Sign up for a free subscription!

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Hi there, I’m Joshua.
I oversee product development at Mailparser. This includes working with customers and overseeing new feature implementation.

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