Templates
Free Excel prospect list, ready to import
A prospect list holds one row per person: who they are, how to reach them, where they came from, where the relationship stands and what happens next. This free .xlsx template sets up those fourteen columns, with drop-down lists, a row that turns orange on the day the next step is due and a summary by status. Its headers are the ones the Kasar import recognizes.
Facts checked on October 6, 2026
prospect-list-excel.xlsx
Excel .xlsx, no macros, free and no sign-up · 10 KB
Tabs: Prospects · Summary · How to use
12 of 14 columns recognized by the Kasar import
01What this file is for
It keeps anyone from slipping between first contact and the meeting. The founder prospecting alone, the first sales hire at a small company, the team back from a trade show with forty business cards: they all need the same sheet, a list of people with, for each one, the next thing to do and when.
The file holds one row per person, not per company. A company rarely buys from a single person: the head of sales decides, procurement negotiates, the managing director signs. Three rows with the same value in the Company column, and the link between them is made.
The workbook has three tabs. Prospects holds the data, with five fictional example rows. Summary counts prospects by status and the next steps that are due, with formulas: nothing to type there. How to use repeats the entry rules and the import steps.
02The fourteen columns, one by one
First name
- What it holds
- The person’s first name.
- In Kasar, on import
- Contact first name.
Last name
- What it holds
- The family name.
- In Kasar, on import
- Contact last name. A single “Full name” column would be split, but two columns avoid any order mistake.
Company
- What it holds
- The person’s company, always spelled the same way.
- In Kasar, on import
- Link to the company record of the same name, created if missing.
Job title
- What it holds
- The person’s role.
- In Kasar, on import
- Position stored on the link between the contact and the company.
- What it holds
- The work address.
- In Kasar, on import
- Contact emails. First key used to spot duplicates.
Phone
- What it holds
- Direct line or mobile, with the country code.
- In Kasar, on import
- Contact phones, converted to international format.
- What it holds
- The LinkedIn profile URL.
- In Kasar, on import
- Contact LinkedIn profile, another duplicate key.
City
- What it holds
- Where the contact is based.
- In Kasar, on import
- City of the contact address.
Source (list)
- What it holds
- Where the contact came from.
- In Kasar, on import
- Source field, same values as the list.
Status (list)
- What it holds
- Where the relationship stands.
- In Kasar, on import
- Status field, same values as the list.
Owner
- What it holds
- The rep who owns the contact.
- In Kasar, on import
- Owner, matched to a teammate by name or email; otherwise you.
Next step
- What it holds
- The next move: call, write, follow up.
- In Kasar, on import
- No field: in Kasar, the next step becomes a dated task. Skip the column on import or create a field.
Next step date
- What it holds
- The day that move is due. The row turns orange once the date is reached.
- In Kasar, on import
- No field: it is the task due date. Same choice as the previous column.
Notes
- What it holds
- What to know before calling.
- In Kasar, on import
- Contact description.
Source and Status come from a drop-down list. Their values are not made up: they are the options every English-language Kasar workspace ships with (Lead, Qualified, Customer, Champion, Inactive for the status). On import, each value finds its option without creating anything. You can still type a value outside the list: Excel warns you, and Kasar will offer to add it.
03Keeping it current in ten minutes a day
- 1
Every morning, sort by next step date
Orange rows are due today or overdue. They come before any new prospecting: a prospect waiting for an answer is worth more than a stranger.
- 2
After each conversation, three cells
Status if the relationship changed, Next step, Next step date. A row with no next step is a forgotten row.
- 3
Write the sentence, not the summary
“Call back after the board meeting on the 20th” is useful in three weeks. “Interested” is not.
- 4
On Friday, read the summary
How many leads became qualified this week, how many next steps slipped. Two numbers are enough to know whether prospecting is moving.
Never delete a row that went quiet: set it to Inactive and give it a distant callback date. The prospect who said “not before spring” becomes a deal in spring, as long as they are still in the file.
04Entry rules that prevent duplicates
- Spell a company the same way every time : “Brun Workshop”, never “brun workshop ltd” once and “Brun” the next. That name is what groups people from the same company.
- First and last names go in two columns. A full name in one cell leaves the order in doubt, especially with “SMITH John”.
- The Phone column is formatted as text, so a number keeps its leading zero or plus sign. Kasar converts it to international format on import; write the country code for numbers outside France.
- An Email cell can hold two addresses separated by a semicolon. Kasar imports both.
05What the file stops doing past a few hundred rows
Size is not the issue: an Excel worksheet takes 1,048,576 rows. What changes with volume is everything the file cannot see. An email sent, a LinkedIn message, a call: none of them writes itself into the row. The Next step column is only as good as the discipline of whoever fills it in, and at three hundred prospects one busy day is enough to open a gap.
Sharing is the second limit. For two reps to work in the same workbook at the same time, Excel requires a Microsoft 365 subscription and a file stored on OneDrive or SharePoint. Without that, everyone keeps their own copy, and the copies drift apart. Duplicates, finally, are spotted by eye, which works at fifty rows and no longer at five hundred.
06Importing this file into Kasar
The day those limits start costing deals, the file goes into Kasar as is. Open Settings, then Import, and drop the .xlsx: Kasar reads the tab with the most cells, Prospects here, and proposes a column mapping. Twelve of the fourteen columns are recognized without changes. Next step and its date have no field: skip them, or create a field if you want to keep them.
Before you run it, the review screen shows a preview and the duplicates: two rows sharing an email, a phone number or a LinkedIn profile are the same person, within the file and against the contacts already there. You choose to create, skip or update. The final report lists every rejected row and why. The full walkthrough is on the importable Excel templates page.
Once in Kasar, the row becomes a record that fills itself in. Emails, LinkedIn and WhatsApp messages and calls with that contact land on the record. The next step lives in a dated task, on the record. To follow up with a whole list, an email and LinkedIn sequence stops by itself for anyone who replies or books a meeting. When you need to track companies and deals on top of people, move to the three-tab Excel CRM.
Frequently asked questions
Yes. The download is direct, with no form and no email address to give. The file is a macro-free .xlsx: the only formulas are in the Summary tab.
Yes. Add them to the right of the existing ones. On import, Kasar will offer to send them to an existing field, create a field or skip them. Creating a field requires an admin role.
They would be imported as real contacts. Their example.com addresses and fictional phone numbers make them easy to spot, but delete them before you add your own rows.
Sources
Every fact on this page can be checked on the official page below, read on the date shown.
- Microsoft Support, Excel specifications and limits · read on October 6, 2026
- Microsoft Support, Create a drop-down list · read on October 6, 2026
- Microsoft Support, Collaborate on Excel workbooks at the same time with co-authoring · read on October 6, 2026