Client Call and Email Tracker Spreadsheet

About this template

This client tracker answers the question a plain client list cannot: who have you not spoken to in three weeks? It is a small business CRM for consultants, freelancers and service businesses who keep promising to follow up and need something that turns red when they forget.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

Every call and email, logged

The Contact Log is a communication log with room for 600 contacts. Each row records the date, client, channel, whether it was you or them, what it was about and what came of it.

• Outcomes: Spoke, No answer, Left message, Replied, Booked a meeting, Quoted, Won or Lost
• Contacts this week, at a glance

Follow-ups that turn red by themselves

Every row carries what happens next and the date it is due. Next Due turns amber inside a week and red when it passes, and overdue follow-ups are counted at the top. That column is what turns a call log from a diary into a follow up tracker.

Reply rate per channel

Calls, emails and LinkedIn are each measured honestly: Spoke, Replied and Booked a meeting against everything logged. Six voicemails to someone who never calls back will pull the rate down, as they should. You see the reply rate overall and for each channel.

Attached to the money

Clients, invoices, income and expenses sit in the same file and read the same lists, so a client you billed is the same client in the log and there is no second spreadsheet to reconcile.

• A client list showing what each client has been billed
• An invoice tracker with paid, unpaid and overdue
• Income and expense registers, with monthly totals and a profit and loss
• A dashboard reading all of it

The eleven connected tabs are Start Here, Setup, Clients, Contact Log, Invoices, Income, Expenses, Monthly, Profit and Loss, Balances and Dashboard, making it a CRM spreadsheet with the books attached.

Works with

• Microsoft Excel 2016 or later, on Windows or Mac
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you take a copy of, not a PDF with a link in it.
• No dynamic arrays, no macros and no add-ins, so it behaves the same on Excel 2016, 2019, 2021 and Microsoft 365 and in LibreOffice. No Microsoft 365 subscription is required.
• No subscription

What you download

• Two Excel files: a consultancy's last ten weeks of calls and emails with fourteen follow-ups already overdue, and a blank one for your own clients
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. The file is for personal and business use on your own devices, so please do not share or resell it. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel or Google Sheets?

Both. The Excel files run on Excel 2016 or later on Windows or Mac, and the instruction guide has one-click links to make your own copy of the Google Sheets versions.

How does it remind me to follow up?

Each contact has a next step and a due date. The date turns amber inside a week and red once it passes, and overdue follow-ups are counted at the top.

How many contacts can I log?

The Contact Log has room for 600 calls, emails and messages.

Can I see which channel gets the most replies?

Yes. Reply rate is calculated overall and per channel, such as calls, emails and LinkedIn.

Does it track invoices too?

Yes. Clients, invoices with paid, unpaid and overdue, income, expenses and a profit and loss are all in the same file.