The CRM and Sales Pipeline Management System is a macro-enabled Excel workbook that runs a whole sales desk from one file: 16 worksheets, 12 VBA entry forms, 4 pivot dashboards, a live Profit & Loss statement and 3 printable documents that come out at A4, 4 inch and 3 inch. It ships with 120 sample deals, 80 quotations across 190 line items and 260 logged activities, so every chart is populated the first time you open it.
Most sales teams below about twenty people do not need a per-seat CRM subscription – they need the pipeline, the quotations and the paperwork in one place they already understand. A plain sales pipeline Excel list gets you the first of those three and then stops: there is nowhere to raise a multi-line quote, nothing to print, and the signed contract ends up in somebody’s inbox. This Excel CRM template closes that gap while keeping every record on your own PC.
🎥 Watch the Demo Video
Video Overview
In this 10-minute demo PK walks through the whole system with one real deal from start to finish: adding the deal (the stage sets the win probability and the weighted value by itself), raising a three-line quotation under one quote number, logging a demo activity, and attaching the signed contract, proposal and pricing sheet to the deal in one upload. You then see the Pipeline, Quotation, Activity and Account dashboards and the MAIN KPIs already include the new deal, followed by the twelve-month Profit & Loss, the Print Centre (A4, 4 inch and 3 inch), the dropdown masters and Settings.
🎁 Try it free for 7 days before you buy – every form, dashboard and report works in the free trial, so you can test it on your own PC first.
Key Features of the CRM and Sales Pipeline Management System
- Stage-driven pipeline. Six stages ship as standard, and the stage sets the deal status and the win probability by formula – so the weighted forecast recalculates itself rather than depending on somebody remembering to update a column.
- Multi-line quotations. Enter the company, contact and deal once, then add as many product or service lines as you need. One quote number, one row per line, and editing or deleting acts on the whole quotation.
- Document attachments on any record. Upload several files at once against a Deal, Quotation, Company, Contact or Activity. Each is copied into your document folder and listed against that record.
- Three printed documents, three paper sizes. Quotation, Sales Order Confirmation and Visit / Call Report all print at A4, 4 inch (104 mm) and 3 inch (80 mm) from the same data.
- Four slicer-driven dashboards plus a twelve-month Profit & Loss statement built on won business only.
- Type-to-search dropdowns and locked date boxes – dates come from a calendar picker, so 03/04 cannot mean March on one PC and April on another.
Dashboard Pages and Sheets Explained
Sixteen worksheets, in the order you work in them. Every one is reached from the MAIN menu – nothing is typed straight into a data sheet.
MAIN menu
Five live KPI chips – Pipeline Value, Open Deals, Won Value, Quoted Value and Follow-ups Due – above eight colour-coded section cards covering Pipeline, Quotations, Activities, Accounts, Catalogue & Costs, Dashboards, Documents and Reports & Setup.
Sales Pipeline Dashboard
Pipeline Value, Weighted Forecast, Won Business, Deals in Play and Average Win Chance, with Pipeline Value by Month, Share of Pipeline by Lead Source, and Pipeline and Won Value by Deal Stage. Slicers for Deal Stage, Sales Owner and Territory.
Quotation Dashboard
Quoted Value, Gross Profit, Won Value, Discount Given and Quote Lines, with Quoted Value by Month, Share of Quoted Value by Product Category, and Quoted Value and Gross Profit by Product.
Sales Activity Dashboard
Activities Logged, Minutes with Clients, Average Minutes, Completed and Follow-ups Due, with Activities by Month, Share of Activities by Type, and Activities and Follow-ups by Sales Owner – the page that shows whether the pipeline is actually being worked.
Account & Territory Dashboard
Companies, Pipeline Value, Won Business, Quoted Value and Open Deals, with Pipeline Value by Industry, Share of Won Business by Territory, and Pipeline and Won Value by Company.
Profit & Loss statement
A live formula statement on won quotations only: twelve months plus a year total, from gross sales and discounts through cost of sales and gross margin, each expense category, down to net profit. The Financial Year dropdown runs 20 years ahead.
Deal Pipeline ledger
One row per deal across 28 columns, including quoted value, activity count and files attached as live formula columns. Attach Documents and Document Library sit on the action bar, so the paperwork is one click from the deal.
Document Register
The attachment log: linked record, reference, document type, file name, size, stored path, who uploaded it and when. Open Selected File and Remove Selected work from the sheet.
Settings
Company details for the printed documents, currency and tax, document numbering, permissions, the Document Folder and file-handling rules, and the printing defaults. The Document Folder ships blank so files land beside the workbook until you point it at a shared drive.
CRM and Sales Pipeline Management System vs. a Google Sheets CRM vs. HubSpot / Salesforce / Pipedrive – Feature Comparison
| Feature | CRM and Sales Pipeline Management System | Google Sheets CRM template | HubSpot / Salesforce / Pipedrive |
|---|---|---|---|
| Cost | $29 one-time ✅ | $0-20 one-time | $20-165 / user / month |
| Platform | Microsoft Excel for Windows (macros) | Google Sheets, browser | Cloud SaaS |
| Setup time | Under 15 minutes ✅ | 15-30 minutes | Days to weeks |
| Weighted pipeline forecast | Yes, stage-driven ✅ | Manual formulas | Yes ✅ |
| Multi-line quotations from a form | Yes, basket form ✅ | No | Add-on or higher tier |
| Print at A4 + 4 inch + 3 inch | Yes, all three ✅ | No | A4 / PDF only |
| Attach several files to a record | Yes, multi-select upload ✅ | Link pasting only | Yes, in cloud storage ✅ |
| Works offline, data stays on your PC | Yes ✅ | No | No |
| Year-1 cost at 5 users | $29 total ✅ | $0-20 total | $1,200-9,900 |
For a sales team that wants a worked pipeline, printable quotations and filed paperwork without a per-seat subscription, this system sits in the sweet spot.
Who Should Use This Template
Perfect for:
- B2B sales teams of 2-20 people who already run on Excel
- Consultancies, agencies, resellers and equipment suppliers that quote before they invoice
- Sales managers who need a weighted forecast and an activity count without paying per seat
- Owner-run businesses that want the signed contract filed against the deal
Not a fit if:
- Several people need to be in the same file at once – this is a single-user desktop workbook
- You are on Mac or Excel for the web; the forms are VBA and need Excel for Windows
- You need email sync, automated sequences, web forms or a customer portal
- You need SSO, audit trails or SOC 2 controls
Real-World Use Cases
Meera runs sales at a 12-person software reseller. She works the pipeline by stage, raises multi-line quotations for licences plus implementation days, and prints them on A4 for procurement. Her Monday forecast is simply the Weighted Forecast card.
Daniel is an equipment supplier working out of a van. He logs every site visit as an activity, prints a Visit / Call Report on the 3 inch roll printer in the van and leaves it with the customer, then attaches the signed order to the deal when he is back.
Ayesha owns a four-person training consultancy. She uses the Quotation Register and the Profit & Loss to see which course lines actually earn margin after delivery cost, and keeps every proposal and purchase order filed against its own deal.
Advantages of This Excel VBA CRM
The obvious one is cost: $29 once against $1,200-$9,900 for a year of a five-seat cloud CRM. But the practical advantages matter more day to day. The deal tracking system needs no internet connection, so it works on a client site with no signal. Your data stays in a file you own and can back up yourself. And because it is Excel, anything you want to add – an extra column, a different chart, another expense category – you can add without waiting on a vendor roadmap.
The document store is the part that usually surprises people. Most spreadsheet CRMs end up with a column of pasted links that break when somebody reorganises a folder. Here the file is copied into a folder structure the system controls, and the register records exactly where it went, so a proposal from eighteen months ago is still two clicks away.
Opportunities for Improvement
Being honest about the limits is more useful than a feature list. This is a single-user desktop workbook: two people cannot have it open and be saving at the same time, and putting it on a shared drive does not change that. It is Windows-only, because the forms, the printing engine and the document upload are all VBA – it will open on a Mac or in Excel for the web, but the buttons will not run.
There is no email integration: it does not read your inbox, send sequences or log messages automatically, so activities are logged by hand. There is no web form, no customer portal and no mobile app. The workbook is also not a security boundary – it has a sheet-protection password and a permissions switch, but anyone who can open the file can read the data, so it is not the right home for regulated personal data.
Finally, the sample data is deliberately small-scale so every figure stays readable in the screenshots. It is demonstration data, not a benchmark – delete it once you are comfortable and the dashboards will rebuild on your own numbers.
Best Practices
- Fill in Settings before you enter a single deal – company details, currency and tax feed straight onto every printed quotation.
- Point the Document Folder at a network path if more than one person will ever need to open the filed contracts.
- Replace the master lists first. Stages, owners, territories and industries are what every dashboard groups by, so getting them right early saves re-keying.
- Keep the stage honest. The weighted forecast is only as good as the stage on the deal, and the whole point of a stage-driven pipeline is that you update one field instead of three.
- Log activities as you go rather than in a Friday catch-up – the Follow-ups Due chip on MAIN is only useful if it is current.
- Back the file up. It is one
.xlsm, so a copy to another drive takes seconds, and see Microsoft’s guidance on enabling macros safely before the first run.
Explore Relevant Templates
If you like this one, these are the closest neighbours on the blog and in the shop:
- Retail Store Management System V1.0 in Excel VBA – the same engine built for a shop counter, with billing, purchases, stock and a till-roll receipt.
- Wholesale Order Book Data Entry System in Excel – a single-sheet order book for teams that only need order capture.
- Spare Parts Inventory Data Entry System in Excel – stock control for the parts side of a service business.
- Dairy Product Sales Data Entry System in Excel – a compact daily sales log built on the same form engine.
- Equipment Rental Business KPI Scorecard in Excel – if you want the KPI view rather than the transactional one.
💎 Best value: the VBA Management Systems Mega Pack bundles five complete Excel VBA systems for less than buying them separately.
Frequently Asked Questions
What does this Excel VBA CRM actually track?
It tracks deals through six pipeline stages, multi-line quotations, sales activities, companies, contacts, products and services, sales expenses and attached documents. Four dashboards and a live Profit & Loss statement are built on top of those registers.
Can I attach contracts and proposals to a deal?
Yes. Choose the record, press Add Files…, select several files at once, and each is copied into your document folder and listed against that deal, quotation, company, contact or activity. The Document Library reopens any of them in two clicks.
Where are the attached files stored?
In the folder set on the Settings sheet, under a subfolder for the record type and the record itself. Leave it blank and the system uses a folder beside the workbook. Choose Link to original instead and the file never moves, and removing an entry never deletes it.
How long does setup take?
Under 15 minutes. Enable macros, fill in Settings, replace the dropdown master lists with your own, then add your companies and products. The sample data can stay while you learn the system and be deleted afterwards.
How does this compare to HubSpot or Pipedrive?
This system is a one-time $29 desktop workbook with no per-user fee, and the data never leaves your PC. HubSpot and Pipedrive add email sync, web forms, automation and multi-user access that an Excel file cannot provide.
Does it work on Mac or Excel for the web?
No. The entry forms, the printing engine and the document upload are VBA, so it needs Microsoft Excel for Windows on the desktop with macros enabled. It opens elsewhere but the buttons will not run.
Can I change the stages, owners and categories?
Yes, all of them. Deal stages, lead sources, industries, territories, sales owners, activity types, document types and expense categories are master lists you edit from the Manage Dropdown Lists form, and every form picks up the change immediately.
About the Author
Built by PK – Microsoft Certified Professional with 15+ years of Excel, Google Sheets and Power BI experience. Founder of NextGenTemplates, reaching 300K+ subscribers across YouTube channels. Every template is hand-built and tested before release.
Conclusion
If your pipeline currently lives in a spreadsheet that cannot quote, cannot print and cannot hold a contract, the CRM and Sales Pipeline Management System is the version of that spreadsheet somebody finished. It keeps the deals, the quotations, the activity log and the paperwork in one file you own, and it costs less than two weeks of a single CRM seat.
👉 Click here to purchase the CRM and Sales Pipeline Management System
✅ Instant download · One-time payment · No subscription
🎥 For step-by-step video tutorials visit Youtube.com/@PK-AnExcelExpert
Last updated: September 2026
