Sales pipeline Excel template
A sales pipeline lists open opportunities by stage, each with an amount, an expected close date and a next step. A weighted forecast multiplies each amount by its stage's win probability and adds them up. This free Excel template calculates probability, weighted amount and a monthly forecast, and flags deals with an overdue next step or no recent activity.
Excel file (.xlsx), five sheets, formulas ready for 2,000 opportunities.
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Pick the stage, probability and status appear next to it
The table comes from the sample data in the file. Enter your own opportunities in columns A–I and probability, weighted amount, days without activity and status recalculate.
| Opportunity | Company | Owner | Stage | Amount | Expected close | Last activity | Next step | Next step date | Probability | Weighted amount | Days without activity | Status | Close month |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Sample opportunity 01 | Sample company A | Sales rep 1 | Negotiation | 420,000 | 2026-11-20 | 2026-10-28 | Send the draft contract | 2026-11-03 | 80% | 336,000 | 2 | On track | 2026-11 |
| Sample opportunity 02 | Sample company B | Sales rep 2 | Proposal sent | 185,000 | 2026-11-27 | 2026-10-22 | Follow-up call on the proposal | 2026-10-27 | 60% | 111,000 | 8 | Next step overdue | 2026-11 |
| Sample opportunity 03 | Sample company C | Sales rep 3 | Needs analysis / Demo | 260,000 | 2026-12-15 | 2026-10-05 | Product demo | 2026-11-06 | 40% | 104,000 | 25 | No activity for 14+ days | 2026-12 |
| Sample opportunity 04 | Sample company D | Sales rep 1 | Qualified | 95,000 | 2027-01-29 | 2026-10-26 | 20% | 19,000 | 4 | No next step planned | 2027-01 | ||
| Sample opportunity 05 | Sample company E | Sales rep 4 | Proposal sent | 310,000 | 2026-09-30 | 2026-10-20 | Send the revised proposal | 2026-11-02 | 60% | 186,000 | 10 | Close date passed | 2026-09 |
| Sample opportunity 06 | Sample company F | Sales rep 2 | Won | 145,000 | 2026-10-14 | 2026-10-14 | Kickoff meeting | 2026-11-04 | 100% | 145,000 | 16 | Closed | 2026-10 |
| Sample opportunity 07 | Sample company G | Sales rep 3 | New | 60,000 | 2027-03-31 | 2026-10-29 | Introductory call | 2026-11-05 | 10% | 6,000 | 1 | On track | 2027-03 |
| Sample opportunity 08 | Sample company H | Sales rep 4 | Negotiation | 540,000 | 2026-12-11 | 2026-10-12 | Meeting with the decision maker | 2026-10-23 | 80% | 432,000 | 18 | Next step overdue | 2026-12 |
| Sample opportunity 09 | Sample company I | Sales rep 1 | Needs analysis / Demo | 175,000 | 2027-02-26 | 2026-10-27 | Site survey | 2026-11-10 | 40% | 70,000 | 3 | On track | 2027-02 |
| Sample opportunity 10 | Sample company J | Sales rep 2 | Lost | 230,000 | 2026-10-09 | 2026-10-09 | 0% | 0 | 21 | Closed | 2026-10 |
Seven stages and their exit criteria
Probability is the chance that an opportunity at that stage is won; your team sets the number. The exit criterion says what must be true before the opportunity moves to the next stage. A stage at 100% counts as won, a stage at 0% as lost.
| Stage | Probability | Exit criterion |
|---|---|---|
| New | 10% | A first conversation took place. You know what the customer needs and who to talk to. |
| Qualified | 20% | Budget range, decision maker and buying timeline are known. |
| Needs analysis / Demo | 40% | The need is written down. The customer has had a demo or a site survey and asked for a proposal. |
| Proposal sent | 60% | The customer has reviewed the proposal. Their questions and objections were discussed in a call or meeting. |
| Negotiation | 80% | Price and terms are agreed. An order or a signed proposal is expected. |
| Won | 100% | Choose it when the order or signed proposal arrives. Update the amount and close date to the actual values. |
| Lost | 0% | Choose it when the customer picks another supplier or stops the project. Write the reason in the next step column. |
Which deals the Status column flags
Each opportunity gets one status. Rules are read top to bottom and the first match sets the status. In the weekly sales meeting, filter the list by this column.
| Status | When |
|---|---|
| Closed | The stage probability is 100% or 0%: the opportunity was won or lost. |
| Close date passed | The expected close date is before the report date. Update the date or the stage. |
| Next step overdue | The next step date is before the report date. If the step happened, enter the next one. |
| No activity for 14+ days | Days since the last activity are equal to or above the threshold on the Settings sheet. The default is 14 days. |
| No next step planned | The next step date is empty. Give every open opportunity a dated next step. |
| On track | Dates are current, a next step is planned and the last activity is within the threshold. |
Three calculations behind the summary
The forecast comes from open opportunities. The amount of won deals sits in its own column on the Summary sheet.
- Weighted amount
- Amount times the stage probability. A 200,000 opportunity at Proposal sent (60%) adds 120,000 to the forecast.
- Days without activity
- Days from the last activity date to the report date. An open opportunity that reaches the threshold is flagged in the Status column.
- Monthly forecast
- The weighted amount of open opportunities, added up by expected close month. The summary shows the report month and the five after it.
How to use the template
- 1
Fit the stages to your process
On the Stages sheet, edit stage names, probabilities and exit criteria to match your sales process. After a quarter, compare the probabilities with your own win rates.
- 2
Enter the team and the deals
Type your sales reps' names on the Settings sheet. Delete the sample data on the Opportunities sheet and enter your open opportunities in columns A–I; the formulas are ready for 2,000 rows.
- 3
Clear the report date
The report date on the Settings sheet is set for the sample data. Delete it and the file calculates with today's date every time it opens.
- 4
Run the weekly meeting from the Summary
Start with the status counts and go through the flagged deals with their owners. The monthly forecast shows the weighted amount expected over the next six months.
Excel file (.xlsx), five sheets, formulas ready for 2,000 opportunities.
We confirm your email address with a code. The file downloads and a copy arrives in your inbox.
What is in the file
- How to use
- Steps for use and what each formula calculates.
- Opportunities
- Where you enter opportunity, company, owner, stage, amount, dates and next step. Probability, weighted amount, days without activity, status and close month come from formulas.
- Stages
- Stage names, probabilities and exit criteria. The dropdown in the Stage column reads this list.
- Settings
- Report date, inactivity threshold and the sales team list. With the report date empty, today's date is used.
- Summary
- Open pipeline, amount per stage, a six-month forecast, a summary per sales rep and status counts.
Opportunities and activities in a CRM
In PureField CRM, opportunities move through pipeline stages. Calls, visits and tasks are planned and logged on the customer record. PureField CRM
Frequently asked questions
What is a sales pipeline?
How is the weighted forecast calculated?
How do I set stage probabilities?
Why does the report date come filled in?
Which programs open the template?
Why do you ask for an email address?
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