Free Real Estate Client Database Template (Excel)
What's in the client database
The template is a single table with one row per client, built for the fields a real estate agent actually tracks: contact details, buyer or seller side, lead source, the property or MLS number, and pipeline stage.
Each row also captures the sale price, the total commission percentage, and your split percentage, plus the date of your next follow-up.
It's a client list, not a set of linked property or transaction records - one client, one row, with the property and deal details for that client entered right alongside them.
How the commission calculation works
Your commission calculates as sale price multiplied by the total commission percentage multiplied by your split percentage, updating automatically as soon as all three fields are filled in for a client.
That means you don't need a side calculator to figure out what a deal actually nets you after the brokerage split - it's right there in the row next to the client.
How the follow-up due flag works
Enter a next follow-up date for a client, and the sheet flags it DUE the moment that date arrives, as long as the client isn't already marked Closed or Lost.
That gives you a simple way to scan the list and see which leads need attention today, without cross-referencing a separate calendar.
Why this beats a blank spreadsheet
Tracking clients in a plain spreadsheet usually means manually calculating commission for every closed deal and remembering follow-up dates yourself, with no flag when one comes due.
This template already has the commission formula and the due-date flag built in, plus a summary of active clients, closed volume, commission earned, and follow-ups due - so the totals you check every week are already there.
How to use it
- Add one row per client: contact info, buyer/seller side, lead source, and property or MLS number.
- Set the stage as the deal progresses, and enter sale price, commission percentage, and your split once it's under contract.
- Your commission calculates automatically from those three fields.
- Enter a next follow-up date per client and check the summary for how many follow-ups are DUE.
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CRM & Sales Pipeline Tracker
If you also sell outside real estate or want a full pipeline forecast, the CRM & Sales Pipeline Tracker ($14) adds stage-to-stage conversion, a 3-scenario forecast, and stale-deal alerts.
See the full versionFrequently asked questions
Can I use this real estate client database in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. The commission and follow-up formulas keep working.
Does it link clients to separate property or transaction records?
No. It's one row per client, with the property, MLS number, and deal details entered directly in that row - not a relational database with linked tables.
Is this template really free?
Yes. You give an email address to download it, and then it's yours to use with no further cost.
How is this different from a generic sales CRM?
It's built around real estate fields specifically - MLS number, buyer/seller side, and a commission split formula tied to sale price - rather than generic deal stages.
How does the follow-up due flag work?
It compares your entered follow-up date to today's date and shows DUE once that date has arrived, unless the client is already Closed or Lost.