Excel-based CRM model and software alternatives

Excel CRM or software CRM?

If you're asking yourself this question, you're probably already aware of the innumerable benefits to your business of a well-honed sales strategy, and by extension of a CRM system.

But achieving the desired level of performance can only be achieved by using an effective solution tailored to your ambitions.

This raises a number of questions, particularly if you already use Excel on a daily basis. Is customer follow-up with an Excel file enough? And how can prospecting be managed using the famous spreadsheet? Or is CRM software more appropriate?

Make the right choice and get your sales off the ground by finding the CRM tool that's right for you by reading this article.

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Defining Excel CRM

Let's start by defining CRM itself.

Customer Relationship Management refers to the set of techniques dedicated to the deployment of a relationship strategy with customers or potential customers.

A CRM tool is subsequently characterized as the IT instrument that enables the implementation of this strategy, by streamlining processes.

To achieve this, the CRM system must be able to :

• record all data relating to prospecting and customer management ;
• provide visibility on all interactions with customers and prospects.

In this sense, Excel CRM is one of the tools that enables you to perform these operations, and thus to obtain a 360° view of business opportunities.

Free Excel CRM template

To help you build your Excel CRM, here's a free template to download.

It's up to you to add to it and develop it according to your needs.

How do I create and use a CRM in Excel?

☝️ What we're about to describe also applies to the use of Google Sheet. While the Google Suite tool is not as complete as Excel, it does have the merit of being free and allowing you to work collaboratively at the same time.

Define your objectives

There are as many forms of CRM as there are companies.

That's why you need to determine in advance what the objectives of your Excel CRM are, and what data you want to record in it.

👉 F or example, if your aim is to build customer loyalty, it may be useful to enter your customers' birth dates, so that you can offer them a discount on their birthdays.

Build your table

Build your table(s) according to the elements identified above.

The type of information to be recorded determines the purpose of the columns in your main table: 1 column = 1 type of information.

Therefore, include columns that relate to the identity of your contacts: title, contact details, etc.

And don't forget all the data relating to actions taken. This is why your table should mention your activities, your business opportunities and the status of your prospects and/or customers:

• first contact ;
• first follow-up ;
• second follow-up ;
• purchase amount ;
• abandonment, etc.

Again, it all depends on your objectives.

In short, don't leave out any information useful to customer relationship management.

👉 Example of an Excel CRM template:

Complete your CRM

Once you've defined your fields and built your table, it's time to fill it in.

But with a spreadsheet, you don't have much choice: you proceed "by hand". This is one of the main drawbacks of spreadsheets, but we'll come back to that in more detail later.

Filling in your table remains a constant task: the effectiveness of your Excel CRM lies in regularly updating your data, and adding columns as soon as you identify useful information to exploit to trigger additional business opportunities.

Exploit your data

Finally, make the most of your data.

Thanks to Excel's sorting functions, for example, you can see at a glance which information is useful for your customer relations strategy. Age, location, gender, acquisition channel, purchasing behavior... are all segmentation criteria to consider to avoid diluting your sales actions and reducing their impact.

The aim? Always assign the right message to the right target.

By feeling at the heart of your actions, and experiencing your personalization efforts, customers will be more receptive to your offers. That's the whole point of a strategy, and therefore of a CRM tool.

Advantages and limitations of an Excel-based CRM

What are the advantages of creating a CRM in Excel?

Excel, especially if you're just starting out, is a great ally when it comes to building your tool.

Here's a summary of its main qualities:

• the software is familiar to all, and present in most organizations;
• it's fairly easy to use, and numerous tutorials are available if required;
• it allows information to be grouped and recorded in a personalized and consistent way;
• it's often considered a "free" CRM tool, since you're already using the spreadsheet (or can turn to Google Sheet if you're not).

And the drawbacks?

Advantages, yes, but also disadvantages!

Here are the main limitations you'll encounter if you use a spreadsheet like Excel as a CRM:

• lack of collaboration, as it's impossible to work simultaneously on the same document ;
• the lack of automation in CRM processes (such as data logging), which makes the work very time-consuming and increases the risk of errors;
• the absence of certain functionalities traditionally found in CRM software, such as the ability to add attachments, marketing automation, in-depth analysis, etc. ;
• reduced security, since your work is saved locally.

☝️ In short, Excel is a great ally in the early days of your business, helping you to get to grips with CRM logic. The spreadsheet is easily accessible, and there are a number of online tutorials and training courses to help you get the hang of it if you're just starting out.

However, as your business grows, it's best to consider the CRM software option!

What are the alternatives to Excel CRM?

As you can see, there are a number of advantages to a dedicated CRM solution:

• hosting, often in SaaS mode, for greater collaboration and the ability to work on the move;
• scalability of the tool as your business grows;
• time savings resulting from the automation of numerous tasks;
• software that is generally simple, intuitive and ergonomic;
• additional functionalities to help you structure your activities and exploit additional business opportunities (dashboards, reporting, opportunity management, project management, etc.).

🛠️ Examples of CRM software:

• Salesforce Starter is the all-in-one tool combining the main functionalities of the giant Salesforce, for VSEs, SMEs and startups wishing to start digitizing their processes. It supports marketing, sales management, customer service and, of course, CRM. Take advantage of centralized management of your contacts and customers (key information, exchange history, etc.), as well as the tracking of sales opportunities via a clear pipeline. Many administrative and strategic tasks, such as generating quotes and reports, are automated.
  
  
• Sellsy CRM's comprehensive,sales-focused approach supports you in developing your sales . Aimed primarily at SMEs, it provides total visibility of your sales and business opportunities, through an intuitive pipeline view. You'll also benefit from tracking and scoring tools , used to analyze and score the behavior of potential buyers on your site. Finally, Sellsy offers activity reports to assess your teams' performance and identify areas for improvement.

💡 Discover other CRM alternatives to Excel in our comparison.

FAQ - Frequently asked questions about using a CRM on Excel

1. Is an Excel CRM compatible with other tools?

Yes, to a certain extent.

Thanks to import/export functionalities (CSV, XLSX) and connectors like Power Automate or Zapier, an Excel CRM can be linked to other tools (Outlook, Google Sheets, accounting software, etc.).

However, automation and synchronization remain limited compared to a software-based CRM. You'll often have to rely on cobbled-together solutions or custom scripts.

2. What are the signs that it's time to switch from Excel CRM to a dedicated tool?

If you start to lose time with manual updates, notice frequent errors, or if several users need to access the file simultaneously, these are good indicators.

Other signals include the need to automate tasks (reminders, scoring, etc.), centralize customer data or generate dynamic reports.

3. Are there any resources for learning how to structure a CRM in Excel?

Yes, several platforms offer tutorials, courses or advanced templates: YouTube, LinkedIn Learning, Udemy, or Microsoft Learn.

However, we recommend that you master the basics of Excel (formulas, pivot tables, data validation, macros, etc.) before building a high-performance in-house CRM.

See all software Customer relationship management

Excel CRM or software CRM: help your business grow!

Excel CRM or software CRM... in the final analysis, it all depends on your company's level of maturity and your ambitions.

But one thing's for sure: as your customer base grows, so does your ability to use Excel. As a result, more and more companies are integrating a CRM solution into their business processes.

Nevertheless, the use of such a tool can be frightening at first: too costly, too complex, teams who are reluctant to change their habits, and so on.

However, all these reservations are quickly dispelled, because CRM software exists for every budget, project and type of company or industry.

All you need to do is find the right one... and get your sales off the ground!