Quick answer: A simple Excel CRM can help a real estate agency track WhatsApp property enquiries by recording the lead source, budget, preferred area, property type, assigned agent, last contact, next follow-up and current stage. It will not automatically import WhatsApp messages unless you build or connect a separate approved integration.
Free starter template: columns to create
Create a workbook with a sheet called Leads and these columns:
| Column | Purpose | Example |
|---|---|---|
| Lead ID | Unique reference | RE-0001 |
| Enquiry date | When the lead arrived | 09-Oct-2026 |
| Name / contact | Contact details, stored securely | Prospect A |
| Source | WhatsApp, portal, referral, walk-in | |
| Requirement | Buy/rent, residential/commercial | 2 BHK rent |
| Area and budget | Search criteria | Area X; budget range |
| Assigned agent | Clear ownership | Agent 1 |
| Stage | New, Contacted, Visit, Negotiation, Won, Lost | Contacted |
| Last contact | Last meaningful interaction | 09-Oct-2026 |
| Next follow-up | Next promised action date | 10-Oct-2026 |
| Next action / notes | Specific commitment, not vague notes | Share two listings |
| Consent / preference | Contact channel and opt-out notes | WhatsApp preferred |
Useful Excel setup
- Convert the range into an Excel Table so filters and formulas expand with new leads.
- Add a dropdown for Stage and Source using Data Validation.
- Freeze the header row and filter by assigned agent, stage and next follow-up.
- Use conditional formatting to highlight overdue follow-ups.
- Keep a separate dashboard sheet for counts by stage and agent.
Formula for follow-up status
If the Next follow-up date is in column K and the Stage is in H, add a status column with a formula such as:
=IF(OR(H2="Won",H2="Lost"),"Closed",IF(K2="","Set date",IF(K2<TODAY(),"Overdue",IF(K2=TODAY(),"Due today","Upcoming"))))Adjust the column references to match your workbook. If your Excel locale uses semicolons in formulas, replace commas with semicolons.
WhatsApp lead-handling workflow
- When a new enquiry arrives, create one lead record and assign a unique ID.
- Record only information needed to respond to the property enquiry.
- Send a brief acknowledgement and clarify budget, location, property type and timeline.
- Log the next action and a realistic follow-up date before leaving the conversation.
- After a call or site visit, update the stage and note the agreed next step.
- Mark closed-lost leads with a concise reason so the team can learn from patterns.
Privacy and team controls
A spreadsheet can contain personal phone numbers, budgets and housing preferences. Restrict access, use a business-controlled storage location, enable appropriate account security, and avoid circulating copies across personal email or devices. Do not scrape contacts or send bulk messages without a lawful basis and appropriate consent. Respect opt-outs.
When Excel is no longer enough
Consider a dedicated CRM when several agents edit the same file, reminders are routinely missed, managers cannot see a reliable activity history, or the team needs integrations, role-based permissions and reporting. Excel remains useful as a starter tool, but it is not a shared messaging system.
FAQs
Will this template automatically read WhatsApp messages?
No. It is a manual tracking structure. Automated capture requires a separate authorised integration and careful privacy review.
How often should we update it?
Update the record immediately after a meaningful interaction and review due follow-ups at the start of each workday.
