Start managing leads with a free WhatsApp CRM template.
Track conversations, organize leads, manage follow-ups, and build a structured sales process — before investing in complex CRM software.
| # | Lead | Status | Owner | Value |
|---|---|---|---|---|
| 1 | Rahul Mehta | Qualified | Aanya | ₹ 48,000 |
| 2 | Priya Shah | Contacted | Vikram | ₹ 22,000 |
| 3 | Arjun Rao | New | Aanya | ₹ 75,000 |
| 4 | Sara Khan | Won | Karan | ₹ 1,20,000 |
| 5 | Imran Ali | Negotiation | Vikram | ₹ 56,000 |
Most lost revenue isn't a marketing problem. It's a tracking problem.
Leads spread across WhatsApp, email, calls and notebooks.
Hand-written follow-ups die inside personal phones.
No reminder system, no SLA, no accountability.
Two reps message the same lead; nobody knows who owns it.
Managers can't see pipeline, stage, or expected revenue.
30–40% of qualified leads vanish silently every month.
Eight columns. One source of truth.
Every column is opinionated. Remove any of them and the pivots break. Add as many as you like.
Copy template to Google SheetsThe 5-step process that turns a sheet into a sales engine.
- 1
Capture leads
Paste every new WhatsApp lead into the sheet within minutes of receiving it.
- 2
Assign ownership
Tag one rep per lead. No row should be unowned for more than 1 hour.
- 3
Track conversations
Log every call, message and outcome in the notes column.
- 4
Schedule follow-ups
Use the follow-up column with conditional colour rules.
- 5
Monitor pipeline
Pivot weekly on status × owner to see what is stuck and where.
Built for teams that live on WhatsApp.
Track site-visit bookings & closures
Renewals & policy upsell pipeline
Candidate stages and offer status
Project leads and proposal follow-ups
Survey-to-installation lifecycle
Appointment requests and recalls
Admissions counselling pipeline
KYC, advisory and SIP follow-ups
We'll tell you what the template can't do.
Templates are scaffolding. They aren't a destination — and pretending otherwise costs you deals.
- Manual updates — every change is a human action
- No automation — reminders rely on memory
- No team visibility in real time
- No analytics, dashboards or alerts
- No workflows or routing
- Breaks beyond ~300 leads/month
Six signals it's time to graduate from the spreadsheet.
The six stages of every lead's life.
What is structureless tracking actually costing you?
Move the sliders. The numbers update live.
Tracked 180 candidates/month, cut interview no-shows by 42% using the follow-up column with conditional formatting.
Pipeline by stage × site visit. Closed 11 extra units in 90 days simply by assigning unowned rows within 1 hour.
Built renewals tab from the same template. ₹62L of policies that would have lapsed were recovered.
Mapped survey-to-installation as 7 stages. Reduced average cycle time from 38 → 22 days.
Where does the template stop, and where does LandinChat begin?
| Dimension | Spreadsheet Template | Basic CRM | Advanced CRM | LandinChat |
|---|---|---|---|---|
| Setup time | 10 min | 2 weeks | 4–8 weeks | 1 day |
| Cost / month | Free | $25–$50 | $80–$300 | From $14 |
| Lead capture | Manual | Form-based | Multi-source | Auto from WhatsApp |
| Follow-up reminders | Memory | Basic | Workflow | Auto-sequenced |
| Team inbox | — | Limited | Yes | Native shared inbox |
| Analytics | Pivot tables | Basic | Advanced | Live dashboards |
| Automation | None | Light | Heavy / paid add-ons | Included |
| WhatsApp native | No | Plugin | Plugin | Built for WhatsApp |
Twelve months from spreadsheet to revenue operating system.
Capture every lead in the sheet. Build the habit.
Standardise stages, owners and follow-up SLAs.
Move to a CRM. Automate routing, reminders and dashboards.
Run sales, support and retention on one WhatsApp platform.
Auto-route leads, auto-send follow-ups, auto-update stages.
Live pipeline by owner, source, stage and value.
Round-robin or rule-based — never a leaked lead.
Drag-and-drop kanban tied to WhatsApp conversations.
Conversion, response time, source ROI and rep velocity.
Marketing, sales, support — one verified WhatsApp.
Everything about the WhatsApp CRM template.
Q01What is a WhatsApp CRM template?+
A spreadsheet structured to capture every WhatsApp lead, its stage, owner, follow-up and deal value — the minimum viable CRM before you buy software.
Q02Is the LandinChat WhatsApp CRM template free?+
Yes. The template is free to download, copy and modify. No signup, no credit card.
Q03What format is the template?+
Google Sheets and Excel (.xlsx). Both contain the same columns, colour rules and pivot examples.
Q04Who is the template for?+
Small teams (1–5 reps) running sales or service through WhatsApp who don't yet have a CRM.
Q05What columns are included?+
Lead name, phone, status, owner, follow-up date, deal value, source and notes — plus optional columns for tags and last activity.
Q06Can multiple people use the template?+
Yes — Google Sheets supports concurrent editing, but you'll outgrow it at 3+ active reps.
Q07Does the template integrate with WhatsApp?+
No spreadsheet does. Lead entry is manual. LandinChat captures leads automatically from WhatsApp.
Q08How is this different from a CRM?+
A CRM automates routing, reminders, analytics and integrates with WhatsApp. A template is a manual structure.
Q09When should I move from template to CRM?+
When you cross ~200 leads/month, add a 3rd rep, or need live dashboards and automation.
Q10Will I lose my data when I migrate?+
No. LandinChat imports CSVs from any spreadsheet — column-mapping is guided.
Q11Is the template GDPR-friendly?+
It is your spreadsheet. Treat phone numbers as PII, restrict sharing and apply your retention policy.
Q12Can I add custom fields?+
Yes. Insert columns; do not remove the required eight or pivots will break.
Q13What lead statuses are recommended?+
New → Contacted → Qualified → Negotiation → Won / Lost. Five stages is the sweet spot.
Q14How often should I update the sheet?+
End-of-day at minimum. Mid-conversation updates win deals.
Q15Can I track WhatsApp message history?+
Only manually in the notes column. Software like LandinChat stores full threads automatically.
Q16Does the template handle follow-up reminders?+
Conditional formatting highlights overdue rows. There are no notifications — that needs a CRM.
Q17How do I assign leads?+
Fill the owner column. Use data validation to limit values to your team list.
Q18Can the template forecast revenue?+
Yes — multiply deal value × stage probability via a simple formula. A real CRM does this automatically.
Q19Why not just use my notebook?+
Notebooks die with the phone. A shared sheet survives, scales and can be migrated to software.
Q20What if I run multiple campaigns?+
Add a campaign column and filter. Beyond 3–4 active campaigns, move to a CRM.
Q21Does the template work on mobile?+
Yes via the Google Sheets app, but data entry on mobile is slow. A CRM mobile app is purpose-built.
Q22How do I prevent duplicate leads?+
Apply conditional formatting on the phone column to highlight duplicates.
Q23Can I use it for support tickets too?+
Add a 'type' column (Sales / Support). Beyond 50 tickets/week, use a helpdesk.
Q24Is there a video walkthrough?+
Yes — the template page includes a 4-minute setup video.
Q25Can I share read-only with management?+
Yes. Use Google Sheets share settings or publish a view-only link.
Q26What's the biggest mistake teams make with templates?+
Letting it become a graveyard. Without daily discipline, sheets rot.
Q27Can I run drip sequences from the sheet?+
No. That requires a WhatsApp automation platform like LandinChat.
Q28How do I measure conversion rate?+
Won ÷ Qualified leads per period. Build it as a sheet metric.
Q29What about response time?+
Manual to compute. CRMs auto-track first-response and resolution.
Q30Is the template suitable for B2B?+
Yes — add 'company', 'designation' and 'industry' columns.
Q31Is it suitable for D2C?+
Yes — add 'product interest', 'cart value' and 'last order' columns.
Q32Can I attach files?+
Google Sheets allows file links. The template includes an 'attachments' column you can enable.
Q33Does the template support multiple currencies?+
Add a currency column. CRMs convert automatically.
Q34How do I onboard a new rep?+
Share the sheet, walk through the 5-step process, and assign 10 sample leads.
Q35What permissions should I use?+
Edit access for reps, comment access for managers, view-only for leadership.
Q36Can I migrate from another CRM?+
Export to CSV, drop into the template, then import to LandinChat when you're ready.
Q37Does LandinChat replace the template entirely?+
Yes. The template is training wheels — LandinChat is the bicycle.
Q38Is the template translated?+
English by default; Hindi and Arabic localisations included.
Q39Can I white-label the template for clients?+
Yes if you remove the LandinChat footer; otherwise keep attribution.
Q40What's a good follow-up cadence?+
Day 0, Day 1, Day 3, Day 7, Day 14 — then monthly.
Q41Does the template work offline?+
Excel does. Google Sheets needs a brief online sync.
Q42How do I prevent rep favouritism in routing?+
Use a round-robin formula or, ideally, a CRM with rule-based assignment.
Q43Can I use it for franchise networks?+
Up to 5 branches. Beyond that, branches need their own pipelines — use LandinChat.
Q44Is there an enterprise version of the template?+
Enterprise teams should not run on spreadsheets. Move to LandinChat Growth or Unlimited.
Q45How is data secured in the template?+
By your Google Workspace / Microsoft 365 permissions. CRMs add audit logs and RBAC.
Q46Can I auto-pull WhatsApp leads into the sheet?+
Not with the template alone. LandinChat does this natively.
Q47Do you offer a paid setup service?+
Yes — LandinChat onboarding includes template-to-CRM migration.
Q48How long until I outgrow the template?+
Most teams hit the wall between month 2 and month 4.
Q49What's the ROI of moving to LandinChat?+
Teams recover 20–35% of leaked leads in the first 60 days.
Q50Where do I download the template?+
Click the 'Download Free Template' button at the top of this page.
The template helps you today. LandinChat helps you scale tomorrow.
Start with the free template. Move to LandinChat when your spreadsheet starts costing you deals.