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Sales Pipeline Template: Track Every Enquiry From First Call to Job

By Sam · Last updated · 4 minute read

This template gives you one place to record every enquiry and what happens to it. Download the spreadsheet or print the board, record each new enquiry the day it arrives, move it through six simple stages, and set a next action and date every time. A weekly ten-minute review shows what is stuck and what is turning into jobs.

Six-column pipeline board with cards

Contents

The six stages

StageWhat it meansYour next action
NewAn enquiry has arrived and nobody has repliedReply or call as fast as you can
ContactedYou have replied and are finding out what they needAsk the questions you need, then quote or visit
QuotedYou have sent a quote or priceFollow up on a date you set
Follow-upYou are waiting for an answerFollow up kindly, then close the loop
WonThey said yesBook the job and ask for a review afterwards
LostThey said no or did not replyRecord why, then move on

Download the template

The download is a blank spreadsheet. Nothing you type into it is sent to us.

Want a second pair of eyes? Clariti Digital can review your setup and show you what to fix first.

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What to record

  • Date received and source: where the enquiry came from, such as the website, phone, Google profile or a referral.
  • Name, phone and email.
  • Job description and a rough estimated value.
  • Stage, next action and next action date: the three that stop enquiries getting lost.
  • Outcome and lost reason: the two that teach you the most.
Spreadsheet highlighting stage, next action and date columns

A ten-minute weekly review

  1. Filter for every enquiry whose next action date has passed, and do those actions first.
  2. Look at everything in New and Contacted. Is anything older than a day?
  3. Look at everything in Quoted and Follow-up. Who needs a message today?
  4. Count enquiries received, quotes sent, jobs won and jobs lost this week.
  5. Read the lost reasons. Is there a pattern: price, timing, no reply?

Tips

  • Keep the stages few. Six is plenty.
  • Every enquiry gets a next action and a date. If it does not, it will be lost.
  • Record the source, so you can see which marketing brings enquiries.
  • Use reply templates; see follow-up templates for quotes and enquiries.
Weekly calendar with a ten-minute timer and checklist

When to move to a CRM

A spreadsheet works while you are the only person replying and enquiries are few. Move to a proper tool when enquiries slip through, when more than one person replies or when you want automatic reminders. See CRM for small businesses in the UK, and for what speed can be worth, read how fast to reply to a new enquiry.

Frequently asked questions

Is this a CRM?

It is a simple spreadsheet pipeline. A CRM adds automation, reminders and shared access, but a good habit matters more than the tool.

Is the template free?

Yes. The template is free to download and use, and we do not ask for your email.

Does it store my data?

No. The template is a blank file, and nothing you type is sent to us.

How do I use it with a team?

Share the spreadsheet in an online tool your team can all edit, and agree who updates it. When that becomes awkward, consider a CRM.

How often should I update it?

The day an enquiry arrives, and every time something changes. Review the whole list once a week.

Sources

Sam, Editor at Clariti Digital

Sam, Editor at Clariti Digital.

Need help with this?

Clariti Digital is a UK digital growth agency for established local businesses. We start with a diagnostic, then fix what holds back visibility, enquiries and trust. Call +44 7435 063827 or email sam@claritidigital.com.

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