Tracking sales activity involves recording and analyzing sales progress to get a clear picture of a sales team’s output and performance. To help you with this process, I designed seven sales activity tracker templates you can download and customize for your team. I also included alternatives such as customer relationship management (CRM) software tools that offer sales activity tracking capabilities.
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Sales activity tracking helped my sales team increase high-value client engagements by 30%
When I was a pharmaceutical sales territory manager, my team used a simple shared spreadsheet to log client visits, samples dropped, follow-up communications, deals closed, and hospital tie-up sales promotions. Within two weeks, valuable insights emerged. I saw that at least 60% of successful doctor engagements leading to new scripts were initiated through in-person visits rather than emails or phone calls.
The tracker enabled my team to align rep activity with territory performance, redirect focus to high-impact prescribers, and identify coaching opportunities for underperforming reps. As a result, my team saw a 30% increase in high-value client engagements and an almost 20% boost in prescription volume within one quarter.
Why use a sales activity tracker template?
Sales activity tracking is a key component of sales management that helps you identify where your sales are coming from, which activities take up most of your reps’ time, and which agents need more support. It is essential for small businesses and startups looking to grow efficiently and consistently. While advanced CRMs can be powerful, they’re often costly and complex for early-stage teams.
That’s where sales activity tracker spreadsheets come in. They offer a simple, customizable, and budget-friendly way to stay organized and focused on revenue-generating tasks.
1. Cost-effective sales management
For startups and small businesses with limited budgets, spreadsheets offer a free or low-cost alternative to expensive CRM tools. They allow you to track calls, emails, meetings, and follow-ups without paying for software subscriptions. A basic spreadsheet lets you gain clear visibility into sales activities and manage performance with minimal overhead.
Example: A two-person digital marketing agency used a Google Sheets sales tracker instead of a CRM during their first year, saving over $1,000 annually while still closing consistent client contracts.
2. Easy to customize and adapt
Sales tracking template spreadsheets are highly flexible, allowing you to tailor columns, formulas, and layouts to match your specific sales process. Whether you’re tracking deal stages, team performance, or customer interactions, you can quickly adapt the spreadsheet to reflect changes in strategy or business needs without relying on IT support.
Example: An SaaS startup added a column for “feature interest” in their sales sheet to track which product modules were generating the most interest. The company used this data to prioritize feature development.
3. Simplified team alignment
Spreadsheets make it easy to centralize sales data in one place, helping small teams stay coordinated. By using shared documents (e.g., Google Sheets and Excel), team members can update their progress in real time, while managers can review activities, spot trends, and keep everyone accountable. The best thing about it is that you can do these things without the complexity of enterprise platforms.
Example: A small IT services firm used a shared Excel file to log daily outreach and meetings across three reps, helping them identify overlapping accounts and eliminate duplicate outreach.
4. Quick performance insights
With simple filters and formulas, spreadsheets allow startups to analyze key metrics such as conversion rates, pipeline value, and outreach volume. These insights are essential for teams looking to grow efficiently, help guide decision-making, and prioritize activities that generate the most revenue.
Example: A founder-led sales team filtered their spreadsheet by lead source and realized LinkedIn outreach was outperforming email campaigns. So, they shifted 60% of their prospecting time to LinkedIn.
5. Low barrier to entry
Spreadsheets require minimal training and no technical expertise, making them perfect for early-stage teams that need to get organized fast. They offer an intuitive starting point for building a sales process, testing workflows, and refining metrics before investing in more advanced sales tools.
Example: A solo consultant built a basic spreadsheet to track discovery calls and follow-ups, and used it to refine her pitch based on notes. Eventually, she grew her client base enough to justify moving to a CRM.
1. Sales pipeline tracker
A sales pipeline tracker spreadsheet provides an overview of your quarterly sales pipeline. You can customize sales pipeline stages to match your unique sales cycle, add columns for product type or lead source, and apply conditional formatting to highlight aging deals or priority opportunities.
My pharmaceutical sales team, for instance, used a similar template to track quarterly deals with local clinics and the win rate of each tie-up project.
When to use it:
Use a sales pipeline tracker when you need clear visibility into where each deal stands in the sales process, from initial contact to closed-won or lost. It’s ideal for managing multiple prospects, forecasting revenue, and aligning your sales team.
Common metrics tracked:
- Deal stage
- Deal value
- Expected close date
- Sales rep assigned
- Deal age
- Win rate
- Total pipeline value
Thank you for downloading!
Download my sales activity tracker Excel template.
2. Sales tracking template for cold email outreach
The cold email outreach activity tracker helps you monitor your sales team’s efforts to engage with prospects via email. You can customize fields for email templates used, lead source, industry, or persona type, and apply filters. I recommend color-coding each column to flag hot leads, unanswered emails, or follow-up deadlines.
When to use it:
Sales managers can use a cold email outreach activity tracker to analyze each rep’s performance and how effectively they run outbound campaigns for new prospects. It’s ideal for tracking engagement across multiple touches and ensuring consistent follow-up during early lead generation.
Common metrics tracked:
- Number of emails sent
- Open rates
- Response rates
- Follow-up status
- Dates of outreach
- Prospect name
- Campaign tags
Thank you for downloading!
Download my sales rep tracking spreadsheet for cold email.
3. Sales tracking template for SDR daily attack
Sales development representatives (SDRs) are the people in your sales or marketing departments who reach out to prospects to communicate basic information about your business. This planner helps SDRs stay on top of their daily tasks and schedule and gives team leaders an overview of the SDR’s outbound activities.
I would tailor sections of this template for target personas, account tiers, outreach channels, and activity goals. I can also add space for daily notes, objections encountered, and personal performance reflections.
When to use it:
Use the SDR daily attack planner at the start of each workday to prioritize outreach tasks, structure prospecting time, and stay focused on revenue-generating activities. It’s especially useful for SDRs managing high-volume lead lists.
Common metrics tracked:
- Daily cold calls and email targets
- Number of conversations held
- Meetings booked
- Follow-ups scheduled
- Top accounts to engage
Thank you for downloading!
Download my SDR daily attack planner.
4. Quarterly sales activity tracker template
Using this sales activity tracking spreadsheet, sales managers can monitor their sales reps’ weekly activities and check up on their progress and weak points. I used a similar template to compare each sales rep’s actual output to the goal set for each sales funnel stage.
You can adjust metrics by region, team member, or product line, add filters for sales stage or lead source, and integrate charts or pivot tables to visualize progress and performance trends.
When to use it:
Use the quarterly sales tracking template to monitor team performance and sales trends over three months. It’s ideal for sales managers and reps who need to align activities with quarterly targets and strategic goals.
Metrics tracked:
- Total outreach (calls, emails, meetings)
- Opportunities created
- Deals closed
- Revenue generated
- Conversion rates
- Quota attainment
Thank you for downloading!
Download my sales tracker template.
5. Sales call planner
Sales professionals can use a sales call planner template to monitor their calls and help them move their prospects through the sales pipeline. This document includes information about a single prospect, which includes their name, the company they work for, and the rep’s objectives for the call.
In the pharmaceutical sales industry, I used a Daily Call Record (DCR) card patterned after this template. I recorded my daily calls to doctors, hospital stakeholders, and pharmacists for the whole month. The client signed each completed call. You, on the other hand, can personalize sections for call scripts, objection handling notes, lead stage, industry-specific questions, and rating scales for call quality or prospect engagement.
When to use it:
Sales professionals use the sales call planner before making prospect or client calls to organize key talking points, set call objectives, and track follow-up actions. It’s especially helpful for SDRs and AEs preparing for discovery, demo, or closing calls.
Common metrics tracked:
- Call date and time
- Prospect name
- Company
- Call objective
- Outcome
- Next steps
- Follow-up deadlines
Thank you for downloading!
Download my sales call planner template.
6. Sales manager coaching planner
Sales training and coaching involve constantly addressing areas of concern, providing actionable goals, mentoring reps, and discussing key sales and performance metrics. For instance, my sales manager used a similar coaching planner to outline my field visit planning and rapport-building activities with physicians. It also contained strategies for territory optimization, including dine-out opportunities with key hospital stakeholders.
You can tailor sections for coaching themes (e.g., objection handling, discovery skills), rep goals, feedback notes, and personalized development plans, with space to log outcomes and track improvement over time.
When to use it:
Sales managers can use the sales manager coaching planner during 1:1 sessions or weekly reviews to guide meaningful coaching conversations, track rep development, and align performance with team goals.
Common metrics tracked:
- Individual rep activity levels
- Quota progress
- Win rates
- Skill focus areas
- Deal health
- Action items from previous sessions
Thank you for downloading!
Download my sales manager coaching planner template.
7. Sales performance improvement plan template
When a rep struggles with performance, you can use this performance improvement plan (PIP) template to communicate corrective action within a specified time frame. I’m no stranger to a PIP since I’ve both implemented and been subjected to one.
The PIP template I have encountered included a comparison of my expected vs current performance, an action plan for each expected goal, as well as recommended next steps for met and unmet goals.
You can tailor the plan to include specific performance objectives, timelines, coaching checkpoints, support resources, and consequences for unmet goals, ensuring it aligns with both rep development and company policy.
When to use it:
Use a performance improvement plan when a sales rep is underperforming against expectations and needs structured support to get back on track. It’s typically initiated after consistent performance gaps are identified.
Common metrics tracked:
- Current vs target performance (e.g., activity volume, meetings booked, deals closed)
- Adherence to daily/weekly goals
- Progress milestones
- Qualitative improvements in skills or behavior
- Support resources
- Consequences for unmet goals
Thank you for downloading!
Download my performance improvement plan (PIP) template.
CRMs with built-in sales activity tracking tools
My sales activity tracker templates are easy to download and customize. However, there are also customer relationship management (CRM) systems that offer robust tools for recording, tracking, managing, and analyzing sales rep activities.
Review my got-to examples of the best sales apps and CRMs you can use as sales tracking tools.
Starting price: Free for two users or $15 per user monthly (annual billing)
HubSpot CRM not only offers free sales activity tracker templates, but it also has sales tracking software that automates your sales process as your prospects move through the sales pipeline.
Its email integration allows you to automatically log documents and communication sent to prospects. Moreover, it has interactive dashboards that allow your team to track sales pipeline metrics and build revenue forecasts according to deal stages.
HubSpot CRM sales analytics dashboard for sales activity tracking. (Source: HubSpot)
Starting price: $14 per user monthly (annual billing)
With Pipedrive, you can schedule actions that lead to the closing of a deal. These include phone calls, meetings, and email outreach.
You can access these features from the deal pipeline, see a detailed view of your contact records, lead inbox, calendar, and contact timeline, even from the mobile app. You can also add details such as guests, a location, or an activity description.
Pipedrive activity management with geolocation (Source: Pipedrive)
Starting price: Free for three users or $14 per user, monthly (annual billing)
Zoho CRM users can track sales-related tasks, calls, meetings, and follow-ups using customizable modules and activity timelines. As one of the best sales management platforms, it offers robust reporting tools to analyze sales activity patterns, identify bottlenecks, and monitor key performance indicators.
With Zoho CRM, you can tailor activity types to match your sales workflow and generate win-rate reports to highlight top-performing reps and the strategies driving conversions.
Zoho CRM sales activity KPI dashboard (Source: Zoho CRM)
Frequently asked questions (FAQs)
To track sales activity, use a combination of tools like a CRM system, spreadsheets, or sales dashboards to log daily actions such as calls made, emails sent, meetings booked, and follow-ups completed. These records help you monitor engagement levels, identify patterns, and ensure consistent outreach throughout the sales process.
Monitor sales performance by tracking key performance indicators (KPIs) such as conversion rates, pipeline value, deal velocity, and quota attainment. Tools like CRMs, business intelligence platforms, and weekly sales reports help visualize trends, identify bottlenecks, and assess whether reps and teams are meeting their targets.
To create a sales tracking spreadsheet, start by listing key columns such as lead name, contact details, product or service, deal value, stage in the pipeline, and expected close date. You can then use filters, conditional formatting, and formulas to calculate totals, conversion rates, and performance metrics over time.
Tracking the sales cycle means measuring the time it takes for a lead to move through each stage of your sales funnel — from initial contact to closed deal. Use CRM timestamps or spreadsheet logs to record stage transitions, then analyze the average length, drop-off points, and time spent per stage to identify opportunities for improvement.
Bottom line
Sales activity tracking is essential in sales management because it provides you with visibility into what your team is doing each day. It also provides you with data you can use as a basis for determining the most effective sales activities for your organization. By using a sales tracking template, you can record your team’s daily activities, keep deals on track, and generate accurate sales forecasts.
