How to Build a Client Intake Tracker in Google Sheets

1. Create the workbook structure

Create a blank spreadsheet and name it CLIENT INTAKE TRACKER. Rename the first tab LEADS. Add a second tab named SETTINGS. LEADS will hold records; SETTINGS will hold controlled lists.

2. Add the intake fields

Enter these headers across row 1:

Freeze row 1. Turn on a filter. Format DATE_RECEIVED and NEXT_FOLLOW_UP as dates.

3. Standardize the status values

On SETTINGS, enter one status per row: New, Contacted, Qualified, Proposal Sent, Won, and Closed. Select the STATUS column on LEADS and create a dropdown from that range.

Controlled options prevent variations such as “followed up,” “Follow-Up,” and “contacted” from fragmenting reports.

4. Assign a lead owner

Add each responsible person to a list on SETTINGS and create an OWNER dropdown. Even in a one-person business, explicit ownership makes the record ready for future delegation.

5. Create follow-up visibility

Add conditional-formatting rules to NEXT_FOLLOW_UP:

• Red when the date is before today and STATUS is not Won or Closed.
• Gold when the date is today.
• Olive when the date falls within the next seven days.

Create filtered views named New Leads, Follow Up Today, and Overdue Follow Up.

6. Test before using live information

Enter at least five fictional inquiries. Change owners, statuses, and follow-up dates. Confirm that the filtered views and colors respond correctly. Delete the sample records only after the workflow behaves as expected.

What to add later

Once the manual process is stable, consider a connected Google Form, automatic lead IDs, timestamps, reminder messages, and a dashboard. Automation should support a proven workflow rather than conceal an unclear one.