Free CRM spreadsheet template

Import and prepare your contact sheet

Import the CSV into Google Sheets or Excel. In Excel, use Data > From Text/CSV and check the delimiter and column types. Keep Phone as text and check that dates display correctly.

Delete all three fictional rows, then add your contacts. Freeze the header and add filters across the full table. Save as a spreadsheet to retain formatting and any dropdown rules you add.

Keep contact rows consistent

Use one row per person. Check email addresses and company names before adding a contact who may already be listed. If someone changes jobs, check their details and company link before updating the row.

Create a dropdown for Status using the labels your team agrees on. Assign a relationship owner and review sharing permissions before giving someone access to the file.

Plan follow-ups from the sheet

Filter by relationship owner and sort the full table by Next step date. Review overdue actions and contacts with no next step. Check the notes and last exchange before deciding whether to follow up.

After a conversation, update Last meaningful contact, Next step and Next step date. Spreadsheet rules or scripts can add automation, but none are included in this CSV.

Avoid double-counting client value

Lifetime value holds payments received from a company to date. If several contacts share that company, enter its amount on one row only and leave the others blank. Zero means no payments received; leave unknown amounts blank.

Use a currency code such as USD or GBP beside each amount. Sum one currency at a time. Keep deal values and close dates in the linked sales pipeline template if you also need to track open opportunities.

What each column tracks

Company, website, industry and company size

Basic company details. Use the same company name for contacts at the same business.

Contact name, role, email, phone and LinkedIn

One person per row. Import phone numbers as text to keep leading zeros and country codes.

Relationship owner

The person on your team responsible for keeping the row current.

Status

The examples use Prospect, Active client and Past client. Agree on labels before adding more.

Source and introduced by

Where the relationship started and who made an introduction, if applicable.

First contact and last meaningful contact

Use YYYY-MM-DD dates. Define meaningful contact as an exchange with the person, then update it manually.

Next step and next step date

What to do next and when. This file does not send reminders.

Lifetime value and currency

Payments received from the company to date, entered manually. Record the amount once per company and keep totals separate by currency.

Notes

Brief context for the next conversation. Leave out sensitive details you do not need.

Before moving to a CRM

Check the destination CRM supports your file type, fields, dates and company links. Test a few sample rows and inspect the result before moving your full list. Keep a backup. CSV import, duplicate handling and undo options vary by product.

Frequently asked questions

Setup references

• Microsoft: import a CSV into Excel
• Google: create dropdown lists in Sheets
• Microsoft: what CSV files can store

Guide and sample data updated 22 September 2026.

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• CRM vs spreadsheet
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