Property Lead Tracker (Excel)

A seven-column lead sheet with a next-action column that actually gets worked, plus an automatic count of where your leads come from.

PropVid-Property-Lead-Tracker.xlsx Excel (.xlsx) · free · no email required · updated 29 August 2026

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Agents rarely lose deals because they ran out of leads. They lose them to an enquiry from six weeks ago that was genuinely interested and never heard back again.

This is the smallest sheet that prevents that. Seven columns that matter, three that are useful, and one rule: nothing leaves your screen without a next action and a date on it. If you genuinely have no next step for someone, the status is Dead — mark it and move on. A dead lead honestly marked costs you nothing. A live one you are quietly avoiding costs you every week.

It is deliberately not a CRM. Under roughly 150 active contacts, a sheet you open every morning beats a paid tool you stopped logging into in week six.

What is in the file

A Leads sheet with date, name, phone, source, budget, requirement, area, status, next action, next action date and notes — filters and a frozen header already set up
Three example rows showing how much detail each field actually needs
A Sources sheet that counts your leads by channel automatically, so after three months you can see which one is worth paying for
A Status summary that shows how many are sitting at each stage
A How to use sheet with the daily and weekly routine written out

The ten minutes that make it work

Every morning, before the inbox: sort or filter the Next action date column to today. Do those actions. Set the next one. Close the sheet.

That is the whole discipline, and it is the part agents skip. Opening WhatsApp first is how it becomes 11am with no follow-up done.

The Friday review

Anything with no next action gets one, or gets marked Dead
Anything untouched for thirty days gets a re-contact or moves to monthly nurture
Glance at the Sources sheet and note the week's count

Scoring, simply

Hot — clear budget, moving within three months, funding sorted, decision-makers known. Same-day contact.
Warm — budget and timeline clear, one or two gaps. Weekly.
Long — real, but six months or more away. Monthly nurture, and it stops eating your afternoons.

The strongest signal that a lead is real is none of the fields in this sheet. It is whether they will commit to a specific viewing time and turn up.

Ready to use it?PropVid-Property-Lead-Tracker.xlsx · Excel (.xlsx)

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Questions

Will this work in Google Sheets?

Yes. Upload it to Drive and open with Google Sheets — the formulas on the Sources sheet convert across without changes.

When should I move to a real CRM?

When you pass roughly 150 active contacts, when more than one person needs the same data, or when you want automated reminders on your phone. Not before — the fanciest CRM you abandon is worth less than the sheet you open every morning.

Which column matters most?

Next action and next action date. A contact record without a scheduled next step is not a lead, it is a note.

This is a working template, not legal, tax or financial advice. Requirements differ by state and by transaction — have a lawyer and a chartered accountant confirm anything that matters before you or a client rely on it.