How to Build a Simple CRM System in WPS Spreadsheet is a practical way for small businesses or individuals to manage customer relationships without investing in expensive software. WPS Office Spreadsheet is compatible with Excel files and offers many similar features, providing all the tools needed to create a functional customer relationship management system. Start by opening a new blank spreadsheet and setting up clear column headers that represent the key data points you want to track. Common fields include Customer Name, Organization, Contact Email, Phone, First Contact Date, Last Contact Date, Status, Notes, and Deal Stage. These columns will form the backbone of your CRM and allow you to organize and retrieve information efficiently.
Once your headers are in place, begin entering customer data row by row. Make sure each customer has their own row and that all information is entered consistently. For example, use the same date format throughout, such as DD, and avoid abbreviations in the Sales Status or Deal Phase columns. To improve usability, you can use data validation to create dropdown menus for fields like Customer Status or Deal Stage. Select the cells in the Customer Status column, go to the Data Tools, choose Validation, and set the Type to Choice. Then enter options like New, Reached Out, Quote Shared, Negotiating, Won, Declined in the Source field. This ensures uniformity and reduces data entry errors.
To make your CRM more dynamic, consider using visual indicators to highlight important entries. For instance, you can apply a red fill to customers whose last contact was more than 30 days ago, signaling that they need follow-up. Select the range of cells in the Last Contact Date column, go to Style Rules, choose New Rule, then Apply Formula, and enter a formula like =TODAY()-A2>30 assuming your dates start in cell B2. This will visually alert you to overdue follow-ups without manual checking.
You can also use formulas to automate calculations. For example, add a column called Days Since Last Contact and use the formula =TODAY()-B2 to calculate how many days have passed since the last interaction. This helps prioritize which customers to reach out to next. If you want to track how many customers are in each sales stage, use the COUNTIFS function. For example, =COUNTIF(E:E,”Closed Won”) will give you the total number of closed sales.
Sorting data are essential for managing your data. Enable filters by selecting the header row and clicking the Filter icon under the Data tab. This allows you to quickly sort customers by name or last outreach. You can also filter to show only customers in the Negotiating stage or those from a selected client.
For reporting, wps下载 create a separate sheet in the same workbook labeled Overview. Here, use summary formulas to pull key metrics from your main data sheet. For example, use COUNT to count all contacts, TOTAL to calculate total sales from converted leads, and AVERAGEIF to find the mean conversion period. You can also insert simple charts like circular graphs for sales stage distribution or column charts for monthly customer acquisition, making your data easier to interpret at a glance.
Finally, protect your data by setting a password on the workbook or locking specific cells to prevent accidental changes. Go to Protection, select Lock Sheet, and choose which actions users can perform. Always back up your file regularly by saving a copy to an external drive or cloud storage. Keep your CRM updated by assigning someone to maintain entries every 7 days. With this setup, your WPS Spreadsheet CRM becomes a reliable, low-cost tool for building client loyalty, tracking interactions, and driving business growth.
