What's in the file
Three sheets. Buyers and Sellers hold one client per row, under the same headers LeadWing uses, so when you import the file every column is matched for you. How to use has the short version of this page and the words columns like Stage and Priority take.
The Buyers sheet has these columns:
- The client
- First name, Last name, Email, Phone, Language, Nationality and Agency: the agency the lead came through, when you work with more than one.
- Where they are
- Stage (New, Contacted, Qualified, Viewing or Reserved), Deal type (Direct or Collaboration), Priority and Active.
- What they want
- Budget min and max, Property types, Bedrooms, Bathrooms and Area notes.
- Your follow-up
- Notes, Last contact, Next follow-up and Days since contact, which works itself out from Last contact.
The Sellers sheet swaps the search for the property: Role (Owner or Representative), Property type, Price, Bedrooms, Address, City / area and Property notes. A seller with two properties takes two rows, and LeadWing joins them into one client when you import.
How the colours work
Two dates drive the colours. When you speak to a client, put the date in Last contact. When you should get back to them, put that date in Next follow-up.
- A row turns amber on the day its Next follow-up comes round, and stays amber until you change the date. Those are today's calls.
- A row turns grey once Days since contact reaches 7: a week without a word, the point at which LeadWing itself flags a buyer as gone quiet.
- A row that is both stays amber, because a follow-up that is due matters more.
Nothing needs refreshing: the colours read today's date whenever the file is open.
Excel, Google Sheets or Numbers
The file is an ordinary .xlsx workbook.
- Excel, on Windows, on a Mac or on the web, opens it as it is, with the colours and the day count working. Type dates year first, like 2026-09-29, or the way your Excel usually takes them; the tracker shows them year first.
- Google Sheets: upload the file to Google Drive and open it with Google Sheets, or start a blank sheet and use File → Import. The colours and the day count come along.
- Numbers opens it too, with your data and the day count. Numbers handles colour rules its own way, so the rows may stay white there.
When a spreadsheet stops being enough
A spreadsheet is a fine place to start, and plenty of agents run on one for years. It has limits, though, and they show as the list grows:
- It can't remind you. The amber only shows when you open the file; nothing on your phone tells you a follow-up is due.
- It doesn't write anything. Every follow-up still starts from a blank message, in whatever language the client speaks.
- It lives in one place. A copy on the laptop and another on the phone drift apart, and viewings, offers and documents end up in the Notes column.
Moving it into LeadWing
LeadWing is a CRM for independent estate agents in Spain, and this file is its import template with a tracker around it. Moving takes three steps:
- Sign in with Google or a code by email. There's no password to invent.
- Upload the file. Open Buyers, choose Import from a spreadsheet and pick the Buyers sheet. Every column is matched already: you see a preview, and you can undo the whole import with one click. Then do the same in Sellers with the Sellers sheet.
- Send the first follow-up. Open a buyer who has gone quiet. The message is already drafted in their language, for you to read, tweak and send.
Last contact and Next follow-up come in as lines in each client's notes, and Days since contact is left out. From then on, each contact you log in LeadWing keeps that date for you. It's free for up to 10 clients.