How to Use Google Sheets as a CRM for Small Businesses

Managing customer relationships is vital for any business, big or small.

However, only some small businesses can afford expensive Customer Relationship Management (CRM) software.

That’s where Google Sheets comes in–a free, flexible tool you can use as a makeshift CRM solution.

Steps on Using Google Google Sheets as a CRM

Step 1: Create a New Google Sheet

Open your Google Sheets. Click the ‘Blank’ option or ‘+’ sign to open a new spreadsheet.

Step 2: Design Your CRM Layout

Think about what customer information is important for your business. Typical data includes:

• Company Name
• Customer Name
• Contact Details (Phone, Email)
• Stage
• Value
• Probability
• Expected Revenue
• Creation Date
• Expected Close Date
• Progress to Won
• Next Step

Step 3: Enter Customer Data

Start populating the sheet with your customer data. Keep this updated regularly to track interactions, add new customers, and update existing records as necessary.

Step 4: Use Filters to Manage Data

Google Sheets allows you to filter data, making managing large volumes of information easy. For example, you can filter by ‘Stage‘ or ‘Next Step’ to see which customers need follow-up.

To apply filters, click the ‘Data’ menu and select ‘Create a filter.’ You can now toggle filtering for each column by clicking the funnel icon in the column header.

Step 5: Add Conditional Formatting

Conditional formatting can help you see key data at a glance, like which deals are close to closing. To set this up, highlight the column you want to format.

Click on ‘Format’ and then ‘Conditional formatting’. Set the rules as you desire (e.g., if the text is exactly “100%,” then set the background to green).

Step 6: Implement Drop-down Lists

Drop-down lists are handy for easier data entry, particularly for columns like ‘Stage’

Select the column you want in the drop-down list. Go to ‘Data,’ then ‘Data validation.’ Under ‘Criteria,’ select ‘List of items’ and type the statuses separated by commas (e.g., Lead, Won, Proposal Made). Click ‘Save.’

Step 7: Sharing Your CRM

You can easily share your Google Sheet CRM with team members. Click the ‘Share’ button in the upper right corner, type in their email addresses, and set the appropriate editing permissions.

Step 8: Regularly Update and Improve

Your CRM is not set in stone. As your business grows, you may need to add more information or new features to your Google Sheet. Regularly review and update it to suit your evolving needs.

Get a copy of the free CRM template.

Final Thoughts

A well-maintained Google Sheets CRM can significantly streamline your small business’s client management process. This step-by-step guide should help you create a functional and collaborative CRM system that can grow with your business. Keep in mind that the key to a successful CRM is not the complexity of the system but the accuracy and consistency of the information it holds.

Frequently Asked Questions

Is Google Sheets secure enough to store customer information?

Yes, Google Sheets is secure and uses encryption to protect your data. However, it’s important to follow best practices for data security, such as using two-factor authentication for your Google account, not sharing sensitive information unnecessarily, and controlling who has access to your CRM sheet.

Are there any limitations to using Google Sheets as a CRM?

While Google Sheets is a versatile tool, it lacks specialized CRM features like lead scoring, sales funnel visualization, and integrated customer support tickets. Depending on your business needs, you might use Google Sheets as a starting point or use it with other specialized software.