ParrotNotes

Free CRM Template

Keep a simple CRM of your accounts and deals, with contact, stage, value, last touch and next step, then print it or download a CSV for Excel or Google Sheets. Edit the pipeline stages and their probabilities, filter and sort the deals, and see the open and weighted pipeline by stage as you type.

A template, not financial advice. A CRM holds personal details: keep the file where only the people who need it can see it.

What goes in a simple CRM

  • Account and contact

    The company you sell to and the person you deal with there, with their role. On a field territory the account is often a site or a store, not the head office.

  • Phone or email

    The way to reach the contact that actually works: the mobile they answer, or the email they reply to.

  • Stage

    Where the deal is: lead, qualified, visit or demo done, proposal sent, negotiation, won or lost. Rename the stages to match how you sell.

  • Deal value

    What the deal is worth if it closes: the order, the yearly contract or the first-year revenue. Pick one rule and use it on every row so the totals mean something.

  • Last touch

    The date of the last call, visit or email. Sort by it, oldest first, to see which accounts are going cold.

  • Next step and due date

    The one thing that moves the deal, written as an action with a date. The totals count open deals that have none, and next steps that are overdue.

Reading the totals: open and weighted pipeline

Open pipeline is the value of every deal in an open stage. Won and lost deals are counted on their own, so the pipeline is only what is still in play.

Weighted pipeline multiplies each open deal by the probability of its stage and adds the results. Say you have $12,000 at proposal sent (60%), $8,000 at qualified (25%) and $20,000 in negotiation (80%): the open pipeline is $40,000 and the weighted pipeline is $7,200 + $2,000 + $16,000 = $25,200.

The probabilities on this page are example defaults, not benchmarks, and you can change every one. For comparison, HubSpot's default sales pipeline starts at 20, 40, 60, 80 and 90% for its open stages. Better still, use your own history: of the deals that reached proposal last year, what share closed?

Filter by stage, search for an account, and sort by next step due, value, last touch or account. The printout and the CSV follow the order and filter on screen, so you can print just this week's follow-ups.

Logging every call, not every deal? Use the call log template.

Need a plain list of names and numbers for the team or a job site? Use the contact list template.

CRM template, call log, contact list, CRM software

CRM template
One row per deal, with the stage, value and next step, and totals by stage. The page you are on.
Call log
One row per call, with the outcome, so you can count dials and connect rate. A deal gets many calls; the call log template keeps them.
Contact list
Names, roles and numbers for a purpose, with no stages or values. The contact list template is for the van, the wall or a job site.
Sales forecast
The weighted pipeline set against a quota for a period, with commit and best case. Take your deals to the sales forecast calculator for that.
CRM software
A shared database with history, reminders and reports. Worth it for a team; a template is enough for one rep or a small team starting out, and the CSV can go into most CRMs' import.

Tips for a CRM you keep up to date

  • Update it after every visit

    Two minutes in the car park: stage, last touch, next step. Saturday morning catch-up never gets the detail right.

  • No open deal without a next step

    If you cannot write the next step, the deal is stalled. The totals count these so you see them.

  • One value rule for every row

    Order value or annual value, not a mix. Mixed values make the pipeline total meaningless.

  • Move lost deals to Lost

    Deleting them hides why you lose. Keep them, with a note on the reason, and the pattern shows after a quarter.

More on pipelines and CRM upkeep: what a sales pipeline is, sales pipeline management, CRM data entry, CRM adoption.

Sources

The next-step column is the one left blank

After a visit, the next step is the column reps skip. Record the visit with ParrotNotes and the AI summary lists the next steps that were agreed, ready to paste into your CRM. Free for 100 minutes of recording a month.

Get Started Free

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CRM template questions