Real estate CRM spreadsheet template
A free CSV lead tracker for real estate agents: contacts, stages, next actions and CASL consent. Opens in Excel, Numbers and Google Sheets. No signup.
A single-sheet lead tracker with the columns that actually change what you do tomorrow: where the lead came from, what stage it is at, what the next action is and when it is due. It opens in Excel, Numbers and Google Sheets. No email required.
What is in the file
Thirteen columns, three sample rows so you can see the shape, and forty blank rows underneath. The samples are invented — delete them.
How to use it in Google Sheets
- Download the CSV, then in Google Sheets choose File → Import → Upload.
- Pick “Replace spreadsheet” and set the separator to comma.
- Freeze the first row (View → Freeze → 1 row).
- Sort by Next action date, oldest first. That sort is the whole point of the file.
A note on consent
The consent columns are there because Canada’s anti-spam legislation applies to a spreadsheet exactly as it applies to software. If you cannot point to when someone agreed to hear from you, do not add them to a mailing list. Our guide to CASL for real estate email covers what counts as consent.
Where a spreadsheet stops working
A tracker like this is genuinely fine for a while. It tends to break in four specific places:
- Nothing reminds you. The file only helps on days you open it.
- Email and call history live somewhere else, so context is split.
- Two devices means two versions.
- Consent is a cell you have to remember to fill in, rather than something recorded when it happens.
If you hit those, a CRM is the next step — how to choose one walks through it, and the Canadian comparison covers the main options.
Outgrown the spreadsheet?
Realtor Desk keeps the same columns, adds the reminders, and records consent when it happens. Bilingual, hosted in Canada, priced in CAD.
Contact name
One row per person, not per property.
Email / Phone
However they actually reply to you.
Open house, referral, website form, portal. This is the column that tells you where to spend next season.
New, Contacted, Viewing booked, Offer, Closed, Lost. Keep the list short enough that you never hesitate.
Property interest
Neighbourhood and type, not a listing ID.
Budget (CAD)
A number, so the column sorts.
Last contact
YYYY-MM-DD, so it sorts correctly in every spreadsheet.
A verb. “Send three comparables”, not “follow up”.
The single most useful column in the file. Sort by it every morning.
Consent to email + date
Under CASL you need to know whether you may email someone and when they agreed. A blank here means do not add them to a campaign.
Context you would otherwise keep in your head.