Image source: Microsoft

If you're staring down a blank spreadsheet ready to get started building an Excel-based CRM, you might be wondering where to start.

In this section, we'll break down what you need to turn your blank spreadsheet file into a CRM system fit for purpose.

1. Understand the Purpose of Your CRM

Understanding the CRM data you'd like to capture and how this customer information will help your business is the first step of the process.

An Excel CRM is infinitely customizable, so you can create spreadsheets that capture the full range of data that your business relies on. For a small business owner, an Excel CRM might simply look like a comprehensive list of lead contact details with their corresponding deal status and follow up dates. For bigger businesses and more complex teams, it could include follow-up dates, repeat purchases, revenue figures, or even customer preferences.

By understanding what's most important to your operations, you'll be able to plan a CRM that is fit for purpose.

2. Create Columns for Key Data

Image source: Microsoft

Once you've identified the data you need, it's time to build your spreadsheet.

Start by creating columns for each key data point. For example, you might include columns for customer names, contact information, lead sources, deal stages, and follow-up dates.

Label each field clearly, so it's easy for anyone on your team to understand what goes where. This step is the foundation of your CRM, so take a moment to think about the structure and ensure all your key data points are covered.

3. Add Conditional Formatting

Once you've got your data set, it's time to have some fun with it.

Excel's conditional formatting feature is the key that turns your spreadsheet from a simple CRM template into a functional tool. 

You can use conditional formatting to highlight overdue follow-ups, deals in progress, or high-priority customers with color coding, then set triggers and tasks to keep your sales pipeline moving. For example, you could set a rule to turn follow-up dates red if they're overdue, making it easy for your sales reps to see what needs immediate attention. 

4. Incorporate Simple Formulas

A great customer relationship management software is a lot more than simply a table of lead data.

By incorporating even a few formulas into your Excel CRM, you can turn a simple spreadsheet with a static data log into a dynamic tool for tracking and analyzing your business performance.

Adding Excel formulas to a spreadsheet is easy and can save you a lot of time down the road. 

5. Create a Dashboard

Image source: Microsoft

Now, it's time to take all your data and turn it into something that you can use and navigate in a few clicks. Using charts or pivot tables, you can visualize your data in a way that's easy to interpret at a glance. Although it’s a little complicated to do this in Excel, creating a 'dashboard' not unlike those provided by a CRM solution is possible. 

By summarizing your data in this way, you'll have a clear and actionable view of your sales process, making it easier to spot opportunities that close deals and address challenges as they come up.

6. Update Regularly 

But once you've created your Excel sales CRM, the work doesn't stop there. A CRM is only as effective as the accuracy and relevance of the data it holds, so regular updates should be part of your routine. 

We suggest setting up a sales manager who is responsible for the data entry and maintenance of your Excel spreadsheet and that you allocate time in your SOPs to regularly update the content after each customer interaction.