Excel sales pipeline template: every deal, stage by stage

01What a pipeline tracker is for

It answers the two questions every sales lead asks on Monday morning: how much will we sign, and which deals need a push this week. The prospect list tracks people; this tracker follows deals. A deal is born when a prospect has a need, a budget and a deadline. It ends won or lost, never deleted.

The workbook holds the Deals tab, with five fictional rows covering every case (a proposal, a negotiation, a demo, a won deal, a lost one), the Summary tab built from formulas and a How to use tab.

02The thirteen columns of the tracker

The stage column is called Pipeline, not Stage. That is deliberate: it is the label of the field in Kasar, and under that name the import recognizes it straight away. The seven values in the list are those of the default sales pipeline: Lead, Qualified lead, Meeting/Demo, Proposal, Negotiation, Won, Lost.

03Reading the summary: the weighted amount

The raw amount adds up everything under discussion. It always overstates, because a deal at the demo stage is not worth a deal in negotiation. The weighted amount multiplies each amount by its probability. In the five example rows, the 14,160 proposal at 50% weighs 7,080, the 8,000 negotiation at 70% weighs 5,600, the 4,500 demo at 20% weighs 900. The won deal counts for 3,200 and the lost one for zero: 16,780 in total.

The summary runs that calculation for each stage, and below it counts the open deals whose expected close date has passed. That second number is often the most useful one: a past close date points to a deal that slipped while nobody updated the row.

04One probability per stage, tuned to your history

Start with a simple grid, the same for everyone, then correct it with your own numbers after a quarter. As a starting point rather than a statistic: 10% for a lead, 20% after the demo, 50% once the proposal is sent, 70% in negotiation. A fixed probability per stage stops each rep from logging the mood of the day.

05The Monday review, in four moves

1. 1Filter the Pipeline column on open stages and sort by expected close date.
2. 2For every orange row, one decision : a realistic new date, a move to Lost, or an action today.
3. 3Check that no open deal is missing a next step and a date.
4. 4Write down the weighted total from the summary. Its change from one week to the next says more than its value.

06Where a spreadsheet pipeline runs out of road

Excel handles thousands of deals with ease: a worksheet takes 1,048,576 rows. The difficulty lies elsewhere. The sheet keeps no history from one stage to the next: when a deal moves from Proposal to Negotiation, the old value is gone, and with it the time spent at each stage. Last month’s weighted amount only exists if someone thought to write it down.

Working as a team requires a Microsoft 365 subscription and a file on OneDrive or SharePoint to edit together. And the sheet knows nothing about conversations: the date of the last exchange with the customer is kept by hand, or not at all.

07Importing this pipeline into Kasar

Import your contacts first, for example from the prospect list: the Main contact column finds them by first and last name. Then, in Settings, Import, drop this file and pick the Opportunities object. Eleven of the thirteen columns are recognized. Missing companies are created and linked; each Pipeline value puts the deal at the stage with the same name, and an unknown stage is flagged before the deal goes to the default stage.

One thing to know: opportunities have no duplicate rule, since two deals can rightly share a name. Import the file once, then work in Kasar. The full walkthrough is on the importable Excel templates page.

In Kasar, the pipeline becomes a kanban board where you drag a deal from one stage to the next, the time spent in each stage is kept, and the weighted amount calculates itself. A funnel dashboard replaces the Summary tab, and clicking a number opens the deals behind it.