How to Build a Simple Spreadsheet CRM with Zapier

Using Zapier with a spreadsheet turns Google Sheets or Excel into a flexible, lightweight CRM you can customize for your sales pipeline, client outreach, or freelance work.

This guide walks you step by step through setting up a basic spreadsheet CRM, based strictly on the original Zapier tutorial about turning a spreadsheet into a CRM system.

Why use a spreadsheet CRM with Zapier

A spreadsheet CRM is ideal when a full-blown CRM feels too heavy. You get structure and tracking without the complexity.

Pairing a spreadsheet with Zapier helps you:

• Centralize all leads and contacts in one place
• Track deal stages and expected value
• See a quick forecast of potential revenue
• Log calls, emails, and meeting notes
• Automate data capture from forms or other tools

Before you add automations with Zapier, you need the right foundation: a clean, well-structured spreadsheet.

Step 1: Choose your spreadsheet for Zapier

You can use almost any modern spreadsheet app, but two options work best with Zapier:

• Google Sheets
• Microsoft Excel (via OneDrive or SharePoint)

Create a new blank spreadsheet and give it a clear name like Sales CRM or Client Pipeline. This will become the central database that Zapier can read from and update.

Step 2: Plan your CRM structure before using Zapier

Before entering any data or building a Zapier workflow, decide what you need to track about each lead or customer.

Typical columns for a simple spreadsheet CRM include:

• Lead ID – a unique identifier for each row
• First Name and Last Name
• Company
• Email
• Phone
• Lead Source (where they came from)
• Deal Stage (e.g., New, Contacted, Qualified, Proposal, Won, Lost)
• Deal Value (potential revenue)
• Owner (which teammate owns the relationship)
• Last Contacted date
• Next Step or Follow-up Date
• Notes

You can always add more columns later, but start lean so data entry stays fast and Zapier automations remain simple.

Step 3: Set up your header row for Zapier

On the first row of your spreadsheet, add your column names. This header row will be the structure Zapier reads when you connect your sheet.

Good practices for headers:

• Use short, clear names without special characters
• Avoid duplicate column names
• Keep one type of data per column

Once your header row is ready, freeze it so it stays visible as you scroll.

Step 4: Add a few sample records before Zapier

Before building any Zapier automation, add several example leads manually. This helps you:

• Spot missing columns
• Test filters and formulas
• See how the pipeline will look when active

Enter at least 5–10 sample rows with different stages and values. This test data makes it easier to map fields correctly when you later connect Zapier.

Step 5: Turn your spreadsheet into a working CRM

Now that your structure is in place, you can make the spreadsheet act more like a CRM.

Use data validation instead of free text

To keep your CRM consistent and easier to use with Zapier, limit certain fields to a controlled list.

Apply data validation for columns like:

• Deal Stage (New, Contacted, Qualified, etc.)
• Lead Source (Website, Referral, Event, Ads, Other)
• Owner (names of teammates)

This prevents typos that could break filters or automations in Zapier.

Format dates and currency consistently

Use proper date formats for contact and follow-up dates. Format your deal value as currency so it is easy to read and summarize.

Consistent formatting ensures Zapier reliably reads and updates these fields.

Create basic views using filters

Even without advanced dashboards, you can manage your pipeline using filters and sorting.

Common views include:

• All new leads waiting for first contact
• Deals in proposal stage above a certain value
• Leads with follow-ups due today or this week

Use these views for quick daily pipeline reviews, then later automate updates to those rows with Zapier.

Step 6: Track activities and notes for Zapier workflows

A useful CRM does more than store static contact data. You also need to track what happened and what is next.

You can handle this in one of two ways:

1. Keep high-level notes in a Notes column
2. Create an additional sheet called Activities where each row is a call, email, or meeting

The second option is more scalable and works better with Zapier because you can log each activity separately and connect it back to the main contact via a Lead ID.

Suggested columns for an Activities sheet

• Activity ID
• Lead ID (to link back to the contact)
• Activity Type (Call, Email, Meeting)
• Date
• Owner
• Summary or Notes

Once this structure exists, it is easier to have Zapier automatically add rows when you submit a form or log an interaction in another app.

Step 7: Summarize your pipeline without Zapier

Before introducing automation, get comfortable with simple reporting features in your spreadsheet.

Useful techniques include:

• SUMIF or SUMIFS formulas to total deal value by stage
• COUNTIF formulas for lead counts by source
• Pivot tables to see pipeline by owner, stage, or month

These summaries show whether your spreadsheet CRM has the fields you need. After that, you can explore how Zapier might update values automatically when data changes.

Step 8: Prepare your CRM for Zapier automation

Now you are ready to connect automation tools. The original tutorial from Zapier explains how to plug this spreadsheet into automated workflows.

Before you build any automation, check that:

• Your header row will not change frequently
• Each column has a clear purpose
• Sample data looks realistic
• There is a stable column to use as a unique ID

When these basics are in place, it is easier for Zapier to locate the correct row and keep everything in sync.

Examples of workflows you could build with Zapier

Once your spreadsheet CRM is solid, you can explore Zapier automations such as:

• Adding new rows when someone submits a contact form
• Updating deal stages when a proposal is accepted in another app
• Sending reminders when a follow-up date is near
• Logging activities from web forms into your Activities sheet

The article you based this structure on focuses on the spreadsheet design itself, so build that first, then layer automations on top through Zapier.

Tips for keeping your spreadsheet CRM clean

To keep your CRM useful over time:

• Review and close out old deals regularly
• Normalize values if you spot inconsistent spelling
• Protect your header row from accidental edits
• Limit who can change structural fields such as stages

A clean structure is critical for reliable Zapier workflows and accurate reporting.

Next steps beyond Zapier basics

After your spreadsheet CRM is running smoothly, you can explore more advanced options like dedicated CRM tools, data enrichment, or reporting dashboards.

If you need help planning a scalable automation strategy before relying heavily on Zapier, you can learn more about automation consulting at Consultevo.

For now, your spreadsheet CRM gives you a simple, adaptable system. Once your fields and processes feel stable, you will be ready to turn it into a fully automated workflow powered by Zapier or other no-code tools.

Need Help With Zapier?

Work with ConsultEvo — a

Zapier Certified Solution Partner

helping teams build reliable, scalable automations that actually move the business forward.

Get Zapier Help