Download a simple CRM system for Excel®, by Jon Wittwer | Updated 5/27/2020
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Customer Relationship Management (CRM) systems and CRM software can help you increase sales by streamlining communications with your potential and current customers. Online CRM software can help you integrate revenue tracking, sales, and email into an all-in-one system. If you don't need heavy integration and are just looking for a simple way to keep track of leads, then try using a spreadsheet template.
I designed the CRM Excel template below based on the request from a few users and have been updating it since 2013. The spreadsheet is set up as a CRM Database, with a main table for showing the current status of customers and sales. Other tables include a Sales Log, Contact Log and Contact Details.
As your business grows, you need a foolproof way to keep your contact information organized and secure. Now, with the contact management software from Salesforce, you have the tools you need to collect customer data, track conversations, follow up with leads, and more. Salesforce’s easy-to-use customer management software gives you a complete view of your customers — from their contact. Customer Statement Account Template can be used for invoice tracking and customer account management. Customer Account Statement allows you to maintain an accurate accounts receivable ledger for.
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⤓ ExcelFor: Excel 2010 or later, Office 365, & Excel for iPad/iPhone
⤓ Google SheetsLicense: Private Use (not for distribution or resale)
'No installation, no macros - just a simple spreadsheet' - by Jon Wittwer
Description
A critical feature of any CRM system is to track communications with customers, plan follow-up contacts, update the lead status, and after gaining a customer, schedule future communication that will help you keep them as a customer. Tracking sales is also an important part of CRM.
The CRM template provides a starting point for people looking for a spreadsheet-based CRM solution. It is designed to be easy to customize.
This template is a set of crm database tables formatted to allow sorting, filtering, and display of important customer information - a much more functional version of the Contact List Template.
The most complex part of the spreadsheet has to do with the conditional formatting used to highlight the dates in the Last Contact and Next Contact columns. I'm a fan of conditional formatting, but if you don't like it or want to change the colors, see the article 'How to Use Conditional Formatting in Excel' to learn how to clear or edit conditional format rules. For more information on using these columns, see below.
How to Use the CRM Template in Excel
Sorting and Filtering: This template is designed around the spreadsheet's built-in Sorting and Filtering features. With a couple clicks on the arrow in the column header, you can do things such as:
- Order the table based on the Estimated Sale value
- Filter out customers from the list where the Lead Status is 'loss' or 'cold'
- Sort the table by Next Contact date so you can make the most urgent contacts first
Demographics - For any contact, you'll want to record their name, company, job title or position, email, phone #, etc. Information that may be nice to know what not necessary to refer to on a day-to-day basis could be saved in the optional Contact Details worksheet (which is just the contact list added to this workbook).
Estimated Sale - For active customers, this might be the average monthly or annual sales figure - something to help you easily see the value of keeping that customer. For potential customers, this could be your estimate of the customer's potential monthly or annual sales.
![Customer Customer](/uploads/1/2/6/5/126523905/967609551.png)
Last Contact - When you make a contact, you record the date in the Last Contact field. The highlighting will make the cell green if the contact was recent, pink if it has been a long time since that last contact, or yellow for somewhere in between. Use the Settings worksheet to customize the number of days that are used for the basis for when the cell should be green/yellow/pink.
Next Contact - Planning follow-up communication is important, so use this column to record the date for the next contact and use the Next Action column to enter a code that describes what your follow-up action will be.
Notes - There are many ways that you can record notes about communications with your leads. You could add cell comments as shown in the screenshot image above. You can use a Notes column with Wrap Text turned on (though for long notes, that will make the table messy). You can also use the optional Contact Log worksheet, to record notes about each individual communication.
Sales Log - If you want to create monthly or quarterly or annual sales reports, you'll need a way to record individual sales. That could be done using the optional SalesLog worksheet. You could then add a Pivot Table to summarize the data, or create your own Excel dashboard to display important summary data.
Using the Other CRM Tables
Contact Log Table
If you want to use the Contact Log worksheet to record details about every contact you make, then you may want to use a formula in the Last Contact column of the CRM worksheet to automatically lookup the date of the last contact for a person. To do that, you can use a MAX-IF Array Formula like this (remember to press Ctrl+Shift+Enter after entering the formula):
If you are using Google Sheets or the most recent version of Excel, you can use MAXIFS:
Sales Log Table
If you want to use the Sales Log worksheet to record every sale that you make, then you may want to summarize the sales in the CRM worksheet. You could use the AVERAGEIFS or SUMIFS function within the Estimated Sale column to show the average or sum of sales for each person. The formula might look like this:
Contact Details Table
If you use the Contact Details worksheet, you can use a VLOOKUP formula within the CRM worksheet to automatically grab the Phone number and other contact information for each person. See my VLOOKUP article to learn how to create these types of formulas.
Team Members Table
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The Google Sheets version is now a collaborative crm database and includes a new Team Members table. You can pick a team member in the Contact Log and Sales Log tables and see a summary of the total sales and total contacts in the Team Members table.
CRM References
- [1] Customer Relationship Management - wikipedia.org - This wikipedia page, although lacking substantive information, opened my eyes to the wide variety of ways that businesses use CRM systems - and thus made me realize I only wanted to create the most basic of templates.
- [2] Create a CRM System Using Google Docs - blog.softwareadvice.com - Most of the initial features I added to the CRM template came from the ideas presented in this blog post.
Related Content
Tracking Software For Mac
3.3/5(3 votes )
Nothing can be as precious as time; once gone in vain, it’s gone forever. So, it is very important to make your time as productive as possible. Have you ever tracked the time you waste on unnecessary messages or links? You get a ping on your iPhone amidst your work and that’s it…you start wasting your time on something that is irrelevant and avoidable. Pop-ups on your browser and social media feeds have always been time-consuming redundant things. This can be prevented by the usage of free time trackers for mac.
Time trackers act as a tool of discipline and motivate you to be more productive. They act as a reminder of how many hours of your day are actually productive. If you are a freelancer or a part of home-based work teams then, an automatic Time Tracking Software is a must to ensure satisfactory work output and yield.
We have gathered some of the best free time trackers for Mac right here:
Contents
- We have gathered some of the best free time trackers for Mac right here:
1. TSheets time tracking app:
Voted as the best time tracking application by PC Mag and G2 Crowd, TSheets can be used to track productive hours in any Android or iOS device.
You can also keep a track on the location of your employee and see where they are working from. GPS ensures proper coordination among teammates working at different locations.
The application is also customisable; so, you can alter it as per your business requirements. You won’t have to pay for unused seats, pay only as per actual users.
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2. Clockify:
Tracking the time for your employees can never get simpler and easier than Clockify. This automatic time recorder can be used to track the productive hours of your employees. You can mark the time recorded as billable or not billable. You can edit time records and add time records manually too.
The app is also customizable as per business needs. You can also add extra information with the use of tags. You can also maintain a dashboard to keep an eye on which work takes how much time and organize your timetable accordingly.
Determining how much money should be aligned to which project, who the top clients are, what needs to be invoiced, and many more features make it a good choice for time tracking.
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3. Hub staff:
Listed among the best free Mac time trackers, Hub staff is used by a number of settled business units to record the working time of their employees. It is an excellent application for employers to keep a track of productive hours put into use by their employees.
They are more useful to people who deal with remote workers and freelancers and proper payment is ensured because of time tracking. It is compatible with various OS namely Mac (10.6 Snow Leopard and later), Windows OS (2000 and later) and Linux (Versions released after 2010).
It can also generate invoices for your customer based on hourly rate.
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4. Klok:
This time recording application has got a very systematic and organized display of time and tasks going on. You can also customize it as per your business clients and customers. The app can also be customized to show a systematic display of various projects involved in your company.
But the main feature that makes it stand out of the crowd is that it can be teamed up with other time recording apps like Harvest to improve its functionality. You can also export timesheets, create invoice receipts and report dashboards through Klok.
5. Harvest for Mac:
Time tracking devices can be bulky and they often tend to slow down the system due to more space consumption. But Harvest is not one of them.
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This lightweight automatic time tracking tool is very easy to use. It is also high on visibility as it sits on your desktop and keeps you updated on how much time is spent in which work.
Various hotkeys enable faster and swifter operation. Press CMD + OPT + N to start a new timer and press H to stop a timer are a few shortcuts among the many it features. It also records idle time automatically.
6. On the Job:
Just like the rest of the time trackers mentioned here, ‘On the Job’ also records working time. It has automatic idle time detection feature so that you don’t have to worry if you haven’t changed your timer status before going on a break.
You can also organize all your clients details as per their names, countries, currencies used, addresses, hourly rates etc. You can create a new session by restarting the timer. It is one of the simplest time trackers available.
7. Tyme:
If you want a free Time Tracking Software for Mac that does not get launched automatically, then Tyme is the one for you. Its reminder feature reminds you to start the app in case you forget to start recording your working hours. Once you launch the application, you can use it for a wide range of purposes.
You can keep a track of the time spent by your clients and teammates in working, mileage, business expenses, etc. Most of the tasks in the application can be done through hot keys or shortcuts on your keyboard.
You can also create a custom keyboard shortcut to launch the application.
8. Fanurio:
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Looking for pocket-friendly Time Tracking Software ? Fanurio is a very simple yet effective time tracking application which can be used by freelancers and small business operators.
You can track your time by opening the app and going for the usual start-stop method. But the application also offers a badge icon in the menu bar on your desktop.
You can also start and stop your timings from the drop-down present there. The application also reminds you start and stop timer as per your regular work pattern.
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Apart from the above mentioned free time trackers for Mac systems, there are many more available too. For example, Timely, Billings Pro, Tick, OfficeTime, Timing, Toggl, Freshbooks, Minco,Tescue Time, Slife, Cashboard, Time Edition etc.
Some of them are chargeable while the ones which are for smaller business applications and freelancers are free for usage.