Seller lead tracker spreadsheet: a free CSV, a daily routine, and when to leave it
If you are tracking seller leads on paper, in your phone or across three half-finished sheets, a good spreadsheet is a real upgrade, and it costs nothing. This page gives you a seller lead tracker with 28 columns set up the way a wholesaling or home-buying business actually works: source on every lead, a next follow-up date, consent, offers and dead reasons. It also gives you the dropdown lists, the two formulas that matter, a 15-minute daily routine and the weekly counts. Then, because I build CRMs for a living, an honest list of five signs the sheet has stopped being enough.
Download the CSV, import it into Google Sheets or Excel, add dropdown lists for Lead source, Status, Situation and Dead reason, and add two formulas: days since last contact and an overdue flag. Every working day, spend 15 minutes on the overdue list, oldest first. Every Friday, count leads, appointments, offers and contracts by source. When a second person needs the sheet, lists grow past a few thousand rows, or you can't tell who changed what, move to a CRM.
Where is the free seller lead tracker?
Download the seller lead tracker (CSV). It opens in Google Sheets (File, Import) and Excel. It has the 28 headers and three clearly marked example rows to delete. No sign-up. The fields line up with the CRM field kit, so when you move to a CRM the columns map across instead of being redesigned.
What are the 28 columns, and why each one?
| Column | Why it's there |
|---|---|
| Lead ID, Date added | A unique key and the clock for speed and aging |
| Lead source, Campaign or list | The two columns that let you work out cost per contract later. Fill them in the day the lead arrives |
| Seller name, Phone, Second phone, Email | Sellers call from several numbers; keeping two lets you spot repeats |
| Property address, City, State, Zip | The property is the real key. Search this column before you add a new row |
| Situation, Motivation (1-5), Timeline, Asking price, Condition | The five facts that decide whether and how to make an offer |
| Owner | One name per lead, so nobody assumes someone else has it |
| Status | One list for where the lead stands (see the lists below) |
| Last contact date, Next follow-up date, Next step | The most important three. A lead without a next follow-up date is already lost |
| OK to text, Do not contact | Consent and opt-outs belong in their own columns, not in notes. See texting and consent |
| Offer amount, Offer date | Lets you count offers and measure time from appointment to offer |
| Dead reason | A short dropdown, so you learn why deals die |
| Notes | Free text, last. Anything you want to count belongs in a column, not here |
Which dropdown lists should you add?
In Google Sheets use Data, Data validation, Dropdown, and set the rule to reject other values. Keep each list short. A list you can read in one glance gets used.
- Lead source: Direct mail, Cold call, Text, PPC, SEO, Driving for dollars, Referral, Other.
- Status: New, Contacted, Appointment set, Offer made, Under contract, Marketing to buyers, Closed, Nurture, Dead. These follow the eight stages and the nurture status.
- Situation: Probate, Divorce, Tax delinquent, Pre-foreclosure, Tired landlord, Relocation, Inherited, Other.
- Dead reason: Bought elsewhere, Listed with an agent, Price too far apart, Not selling, Asked to stop, Unreachable.
- Y/N columns: Y or N only.
Use the same words every time. A spelling change creates a new category, which is the same problem described in tags, fields or campaigns.
Which formulas and colors matter?
Add two helper columns to the right of Notes.
Days since last contact (column AC, row 2, copy down):
=IF(T2="","",TODAY()-T2)
Overdue flag (column AD):
=IF(AND(U2<>"",U2<TODAY(),S2<>"Dead",S2<>"Closed"),"Overdue","")
Then add conditional formatting: color the whole row when AD says "Overdue", and a second color when Next follow-up date is empty and Status isn't Dead or Closed. Sort by the follow-up date, oldest first, with a saved filter view called "Today" that shows only overdue and due-today rows. That one view is the whole point of the sheet.
What does the 15-minute daily routine look like?
- Open the "Today" view. Work it from the oldest follow-up date down.
- After every contact, update Last contact date, Status, Next step and Next follow-up date before you move on. This takes a few seconds and it's the habit that makes the sheet work.
- Add new leads the moment they arrive, source first.
- Before adding a row, search the phone and address columns for an existing one.
- At the end, check for rows with no follow-up date. Give each one a date or mark it Dead with a reason.
For how often to follow up, the follow-up cadence builder gives you a touch plan by seller type.
What should you count every Friday?
Five minutes, same numbers, every week. With a Date added column, a count of last week's leads for a source is:
=COUNTIFS(C:C,"Direct mail",B:B,">="&TODAY()-7)
Build a small table of sources down the side and these across the top: leads, appointments set, offers made, contracts, and money spent. The spend you type in yourself. Then divide: spend by contracts is your cost per contract for each source, and the cost per deal calculator will do the arithmetic for you. If one source has produced many leads and no contracts for a month, you've found the first thing to change.
When should you leave the spreadsheet?
A spreadsheet is a good tool for one person. These are the signs it has stopped being enough:
- A second person needs it. Two people editing means overwritten rows, no history of who changed what, and no way to limit what a VA can see or download.
- Lists get big. Once you import thousands of rows from list providers, duplicates multiply and the sheet slows down.
- You need automatic follow-up. A sheet can show overdue leads but it can't create a task, text a seller or alert you to a missed call.
- Calls and texts matter. Logging them by hand falls apart at volume, and opt-outs can't be enforced.
- You can't answer "which marketing works?" in five minutes. That's the signal to bring spend, source and deal results together in a real system.
If two or more are true, read what free CRMs give you and where they stop and do I need a CRM?. When you do move, a clean move checklist and how I handle a move to Salesforce are there.
Questions
What should a seller lead tracking spreadsheet include?
Lead source and campaign, the seller's contact details, the property address, situation and motivation, an owner, a status, last contact date, next follow-up date, consent columns, offer amount and date, and a dead reason. The next follow-up date and the source are the two that matter most.
Is there a free real estate lead follow-up sheet?
Yes, the seller lead tracker on this page is a free CSV for Google Sheets or Excel with 28 columns, dropdown list suggestions, an overdue flag formula and a weekly counts method. No sign-up is needed.
How do I organize real estate leads in a spreadsheet?
Use one row per property, a dropdown for status and source, a required next follow-up date, and a saved view that shows only overdue and due-today leads. Update the contact dates after every touch and search for the address before adding a row.
How do I know when a lead is overdue in Google Sheets?
Use a helper column with a formula such as =IF(AND(U2<>"",U2<TODAY(),S2<>"Dead",S2<>"Closed"),"Overdue","") and color the row when it says Overdue. Sort by the follow-up date and keep a filter view of overdue rows.
How do I track which lead source works in a spreadsheet?
Record the source on every lead the day it arrives, then count leads, appointments, offers and contracts by source each week with COUNTIFS formulas. Divide your spend on each source by its contracts to get cost per contract.
When is a spreadsheet no longer enough for wholesaling?
When a second person needs it, when lists reach thousands of rows, when you need automatic follow-up tasks or call and text logging, or when you can't tell which marketing produced contracts in a few minutes.
Related guides
Outgrowing the sheet?
A free 30-minute call will tell you whether to move to an investor CRM or build on Salesforce, and I'll tell you if the answer is to stay on the sheet a while longer. If you're already on Salesforce, the fixed-price CRM Revenue Audit (USD 1,500) shows where deals leak.
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