Build a Simple CRM (Customer Relationship Management) system in Excel

Customize your CRM system without expensive software 

Not always does one need expensive CRM software to manage leads, contacts, or client interactions. By leveraging the power of Microsoft Excel, one can create a fully functional and user-friendly CRM.

This guide teaches freelancers, startup owners, sales pros, and small business managers how to build a powerful and customizable Excel CRM, incorporating filtering, drop-downs, conditional formatting, auto-reminders, and smart dashboards.

🔍 Why Build CRM in Excel?

• Cheaper to build, with no subscriptions required
• Highly customizable to different industries
• Works offline and supports cloud storage integrations (OneDrive, SharePoint)
• Can be shared easily through teams and collaborators
• Great for managing sales pipelines, linking client communication, and task follow-ups

🧱 Step-by-Step: Basic CRM Set-Up

✅ 1. Create Columns for the Principal CRM Fields:

✅ 2. Apply Data Configuration on Drop-Down Menus

• Add a status drop-down to keep client tracking consistent:

• Go to Data -> Data Validation -> List

• Input: Lead, Contacted, Negotiating, Closed, Lost 

✅ 3. Add Conditional Formatting:

• Highlight follow-ups due within the next 7 days:
  =AND([@NextFollowup]>=TODAY(), [@NextFollowup]<=TODAY()+7)

• Colour-code status types for better visualization (e.g., red = Lost, green = Closed)

✅ 4. Turn Your Table into a Smart Excel Table:

• Use Ctrl + T to activate sorting, filtering, and styling

✅ 5. Calculate Days Since Last Contact:

   =TODAY() - [@LastContactDate]

This helps identify stale or inactive leads.

✅ 6. Build a Dashboard Summary:
Use COUNTIFs or PivotTables to display:

• 🧮 Total Leads
• 📞 Active Clients
• ⏰ Overdue Follow-ups
• ✅ Closed Deals
• 📈 Win/Loss Ratios

📊 Sample Client Relationship Management Dashboard Titles:

• “📍 Active Clients-Overview Q3 2025”
• “⏳ Follow-ups Due This Week”
• “📈 Lead Pipeline-Auto Updated: ” & TEXT(TODAY(),"dd-mmm-yyyy") 

With a few formulas, filters, and careful formatting, your Excel CRM can become a fully functioning Client Relationship Tracker. It allows you total control over your pipeline, and communication is streamlined, no tech skills required!

Begin building your CRM spreadsheet for unlocking the potential of client relationship management in Microsoft Excel right on your desktop!

🎓 Learn More with Other Levels

Take your Excel skills to the next level:

• 🌐 Visit our Other Levels Website

• 📺 Watch free tutorials on our Other Levels YouTube Channel, and learn Microsoft Excel from beginner to advanced.

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