Overview
Most CRM templates are a screenshot and a mailing-list signup. This one is a real sheet. Click Make a copy and it lands in your own Drive with eight sample contacts already in it, so you can see how the pipeline behaves before you delete them and add your own. Two columns do the work a paid CRM charges for: Days Since Contact counts up from the last time you spoke to someone, and Overdue turns YES the moment a Next Action date slips past today without the deal being won or lost. Nothing to install, no account to make, no trial that expires.
Column layout
Copy this column order into a blank Google Sheet, or let SheetLink Forms create the headers for you on first submission.
| Column | Notes |
|---|---|
| Date Added | When the contact first entered your pipeline. |
| Name | The person, not the company - you follow up with people. |
| Primary contact address. | |
| Phone | Optional, but worth capturing for higher-value deals. |
| Company | Organisation name, used for grouping and reporting. |
| Source | Where they came from: Website Form, Referral, Cold Outreach, Event or Other. |
| Stage | New, Contacted, Qualified, Proposal, Won or Lost. |
| Owner | Who is responsible. Leave blank if you work alone. |
| Deal Value | Expected revenue. Drives the pipeline total. |
| Last Contact | The date you last spoke. Feeds the Days Since Contact count. |
| Next Action | The single next thing you owe them. |
| Next Action Date | When it is due. Feeds the Overdue flag. |
| Notes | Context you will not remember in three weeks. |
| Days Since Contact | Calculated. Blank until Last Contact is filled. |
| Overdue | Calculated. YES when the next action is past due and the deal is still open. |
Useful formulas
Paste these into a top-of-sheet summary row or a separate dashboard tab.
=IF(J2="","",TODAY()-J2)=IF(AND(L2<>"",L2<TODAY(),G2<>"Won",G2<>"Lost"),"YES","")=SUMIFS(I:I,G:G,"<>Won",G:G,"<>Lost")=IFERROR(COUNTIF(G:G,"Won")/(COUNTIF(G:G,"Won")+COUNTIF(G:G,"Lost")),0)Conditional formatting
- Freeze row 1 so the headers stay visible as the list grows.
- Conditional formatting on the Stage column: green fill for Won, grey text for Lost.
- Conditional formatting on the whole row where Overdue is YES - a red tint is enough.
- Data validation on Source and Stage so nobody types a stage that does not exist.
- Format Deal Value as currency and the three date columns as dates.
Pivot table guidance
On a second tab, build a pivot with Stage as rows, COUNTA of Name as values and SUM of Deal Value as a second value. That gives you a live pipeline summary - how many deals sit at each stage and what they are worth - without touching the contact list.
Recommended add-ons
- AI Lead Scoring: Scores each new contact as it arrives so you work the pipeline in the right order.
- Two-Way Sync: Edit a stage in the sheet and have the change flow back to WordPress.
Frequently asked questions
Is this Google Sheets CRM template really free?
Yes. Click Make a copy and it is yours. There is no email gate, no account, no trial. The copy lives in your Google Drive and we cannot see it.
Do I need SheetLinkWP to use it?
No. The template works standalone - type or paste contacts in and the formulas run. SheetLinkWP is only useful if you want your WordPress form submissions to fill it automatically.
How many contacts can it hold?
Google Sheets allows up to 10 million cells, far more than a spreadsheet CRM stays usable at. In practice a few thousand contacts is comfortable.
Can my team use it at the same time?
Yes. Share your copy the way you would any Google Sheet. The Owner column exists so you can filter to one person's deals.
What if I need it in Excel?
There is an Excel version with the same columns and formulas, plus a Pipeline tab and dropdown validation already built in.