Free Sales Call Report Template Download

sales report template

Sales success is simple: know where you are and how you’re doing so you know where you need to go next.  The best way to gain that information is through sales call reports. And if you’re not setting aside time during the day to measure your sales activity in a call report, you’re wasting your time trying to reinvent the wheel.

free sales call report

Why Do I Need Sales Call Reports?

Activity leads to sales, and one of the best activities your team can do is a sales call. To us, a sales call is a face-to-face visit. The more effective you can make the sales call, the more sales you make. Since these calls are such a vital piece of the sales puzzle, it’s crucial for salespeople and sales managers to track them. Enter sales call reports. As a sales manager, there are two specific benefits you get from these reports.

1. Calculate Needed Activity Levels

First, you use the reports to make sure activity levels represent the result you want.

Work backwards: If I want my sales to be x, how many average clients will it take? To close that many clients, how many people do I need to quote? In order to get that number of quotes, how many prospects do I need to see?

Once you do the math, you’ll know just how many prospects each salesperson needs to see daily.

2. Train New Salespeople on Activity From the Start

New salespeople can learn the value of activity from the beginning. Rather than wasting time teaching the product and the brand in the classroom, train your sales reps in the field. Then they learn how to produce the right activity levels right away.

Too often, managers start with months of training before putting a new salesperson in the field. But what happens when you find out they’re scared to meet people, avoid the phone, or just don’t follow through? You’ve wasted months of investment in this person without anything to show for it.

Instead, what if you start with activity levels? Train your sales reps to reach the needed level of activity from the beginning. Then they’ll only grow stronger as they learn more about your company and product.

Download Our Free Sales Call Report Template

You can download this free sales call report template to help track your daily progress and make sure you don’t miss out on closing those leads you spent so much time nurturing.

Out of sight really is out of mind and without a report to track sales calls, it’s far too easy to forget about leads and lose money from lost sales. Having a report directly in front of your eyes forces you to consider those next gentle nudges to push each of your leads towards that final closing sales call.

Download this Sales Call Report template to track your activities in face-to-face meetings. You can even customize it to your needs. Then give it to your salespeople so they can keep track of their activities. When you see their reports, you’ll know if their activity levels are setting them up for success.

free sales call report

Mastering Your Sales Call Report Entry Habits

This sales report template is great for doing reports manually, but with CallProof you can get the same report with the click of a button. Instead of your salespeople filling out paperwork and returning it to you, they can simply use the CallProof App. With CallProof, they click an icon before they go into a meeting, click another when they leave, speak their notes into their phone, press a final icon, and they’re done. With one click, you can get that report any time, in real time.

The little time needed to invest in your call reports will pay huge dividends but you need to make sure you’re entering your data regularly and accurately.

If you’re struggling to find time to keep up with reporting your sales progress, CallProof has a system that automates the process for you and will deliver reports directly to your e-mail inbox every morning. Sign up for a 14-day free trial (no credit card required!)

How Salespeople Can Eliminate the Pain of Paperwork

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Paperwork is a time suck. At least that’s how one of my salespeople put it. It feels trivial if you don’t know what happens to the data. It becomes redundant with form after form. But most importantly, it keeps salespeople from selling.  

Manual Sales Reports

Traditional sales reports require salespeople to document what they did throughout the week. Ideally, during or after each appointment, they write down the key points. In reality, note-taking interferes in the natural flow of the conversation. And after meetings, salespeople are too busy to write down what happened.

Salespeople aim to make money and keep clients satisfied. Paperwork derails them. After all, paperwork and sales require different mindsets. In sales, you enter “social” mode where you focus on having a conversation and pitching your product. In paperwork, you enter “report” mode where you zero-in on the details of spreadsheets and notes. When you have to switch between the two, your momentum slows down in both areas. You can’t maintain focus on your paperwork or fully engage in a sales conversation. Basically, it kills productivity.

A normal day for a salesperson includes unexpected phone calls, rushing from one appointment to the next, resolving issues with current clients, and talking to their boss when they call to check in. It simply isn’t practical to stop and take notes in the midst of all these demands.

Then, at the end of the day, they struggle to recall the details of what happened in each meeting. And missed details result in missed sales.

Automated Sales Reports

Fortunately, CallProof records data automatically, taking it off your mind completely. With these five automated reporting features, we log the details you no longer need to remember.

1. Calls You Make

Anytime you call a client, CallProof logs and timestamps it. It’s automatically documented and stored under the client’s name.

2. Calls You Receive

When a client calls you, we automatically file that as well. Again, it’s stored by name and time, with timestamps.

3. What Was Said

You can even record these calls so you don’t have to remember the conversation. Then, when you have time, you can listen to the call to follow up as needed. Again, they’re organized under client and time.

4. Appointments

CallProof clocks the time you walk into a meeting until you walk out. Then, as you leave, you can speak your notes and schedule your follow-up with two clicks on your phone.

5. Follow-Up

When you click to follow up after a call or appointment, CallProof saves that follow-up information to your calendar along with any notes or recorded calls associated with the client.  Then you can forget about it until your reminder sounds to reconnect with the client.

My CallProof Calendar

Selling is what should be on your mind, not figuring out when to follow up. This morning, I had five follow-ups that were automatically scheduled. I don’t even remember when I set them, but they all popped up today. So, when I started working, my to-do list was set for me. With a few clicks in CallProof, I refreshed myself on the details, then made my calls and sent my emails. It built a to-do list for me, so I could focus on my sales while it focused on my calendar.

Paperwork is not productive. Let CallProof manage the details while you make the sales.

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How to Save 10+ Hours a Week on Manual Sales Reporting

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Hours a week? Sounds crazy, right? But your sales team spends countless hours each week just reporting what they did. We added up some real-time numbers to see how much time you can realistically save with automated reporting.

The Salesperson’s Time

On a typical day, a salesperson spends about 20 minutes manually entering reports. That’s 100 minutes per week per employee. Multiply that by 52 weeks a year, and you’ve got 86 hours (more than 2 weeks) each employee wastes typing in data.

Related: A Day in the Life of a Successful Salesperson

From the salesperson’s perspective, that’s time they could have used to make sales. Add a group meeting each afternoon where everyone shares their daily activity and you’ve just doubled the amount of time your sales team isn’t selling.

The Manager’s Time

What happens to that data? The sales manager compiles it into one spreadsheet to analyze daily activity. Even if the manager spends only 20 minutes a day working with the data, they’ve lost the same 2 weeks a year as the employees.

sales report

Instead, managers could use this time to act on the actual data. They could be mentoring and motivating their sales team. Yet, they’re using part of each day to compile spreadsheets.

Yesterday’s or Today’s Data?

Automated data reporting saves actual time, but it also salvages days that started off wrong. Managers, when you’re working through manually reported data, you see yesterday’s information. If you notice a sales rep had an unproductive day, you can’t intervene to make that day better. It’s over. What if you saw their reports in real time?

Related: Time is Money: 4 Ways to Reduce Costs for Your Salespeople

When you get data as it happens, you can act on it immediately. Let’s say it’s 12:00 and I look at my team’s activity. If I see that one guy hasn’t done anything, I can call him and say, “Hey, let’s get back to work. Let’s see what you can get done in the last few hours today.” Maybe there’s something holding him back, or he just got demotivated by a tough prospect. As you see his data suffer, you have the chance to motivate him again.

With yesterday’s data, there’s nothing actionable you can do. But real-time data shows you when to step in so you can salvage the rest of the day.

The Solution

You save time and boost sales when you see activity in real time. Make the switch to a sales activity tracking program, like CallProof. It automatically tracks emails, calls, and meetings, usually without sales reps entering anything.

Automated sales reporting gives you and your team weeks back each year. In fact, if you have 10 sales people, making this change adds the equivalent of one extra sales person a day.

The bottom line: Manual sales reporting costs each manager and each sales person about 2 work weeks a year. And it reports old data.

It’s worth making the switch. Who wouldn’t want to save all that time?

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