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


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.


3 Insights You’re Missing From Your Sales Reports

insights from sales reports

Sales reports: Everyone “should” do them but are they really that important? Are these reports worth the time they take from salespeople who could be selling rather than working on a spreadsheet? The short answer: Yes.

These reports are vital to the health and success of a company as a whole. So, how can you make the most of your sales reporting without wasting your time?

Why Create Sales Reports?

Before you create your next sales report, understand who the report is for. The sales report doesn’t just benefit the salesperson, it affects the future needs of the entire company.

Let’s imagine you have a sign shop and an outside sales guy, but you don’t have sales reporting. Consequently, there is no way to gauge how many proposals your salesperson is putting out there or how close he is to closing a sale. And if he was to close a sale, how would you be able to provide adequate services to that client? You would lack ability to meet the needs of your client because you lack information.

Your salesperson could also have three or four different deals in progress and a 50% average close rate. If he has this much business in the funnel, it might be time to hire a new employee, but without sales reporting, how would you know?

With effective sales reporting, an organization knows how likely and how soon they will close a sale. Then, they can start making hiring decisions and production planning decisions. The sales report is a direct reflection of future business.

An Effective Sales Report

Sales reports are the leading performance indicator for a company that relies on sales. If you don’t know when your sales are going to happen, everything else is just a guessing game. By including these elements in the report, and by automating those as much as possible, you set your company up for success. In order to maximize your sales reports, make sure they include:

  1. A summary of closed deals
  2. A summary of pending deals
  3. An activity report
  4. The number of dials
  5. Appointments
  6. The number of proposals


3 Insights to Gain from Sales Reports

Now you know the importance of creating sales reports and what they should include, but what information should you be pulling from them? These three valuable insights are often overlooked.

Salesperson Motivation

Sales reporting done well sheds light on who is motivated and interested in the job and who is not. When management identifies under-productive salespeople, they can either try to re-energize the employee or terminate the employment. Low prospecting volume serves as a red flag for unmotivated employees.

Future Inventory Prediction

If you’re in a commodities business, sales reporting is essential to your product turnaround. If products have to be shipped or manufactured and you don’t have adequate sales reporting, you may not be ordering or producing enough inventory for the demand. It’s all connected.

Real Data = Real Insight

Just because a salesperson documented calls or prospects on a spreadsheet doesn’t mean those events actually happen. There have been too many meetings when I talk with the salesperson about all these deals he claims are in motion. Then, we try to contact that prospect and we can’t get in touch with them because the deal isn’t real.

It’s like the joke goes: one guy owed another some money. The second guy says, “Just cut me a check” to which the first replies, “I got checks. That’s no problem. It’s money I don’t have.”

Rather than rely on self-reporting, you need to get the data from the source. This is one of the biggest reasons we created Callproof: to automate sales reporting.

When an organization receives data automatically with the number of calls, number of face-­to-­face meetings, opportunities, emails back and forth from clients and prospects, and where the salespeople are on a map, they will naturally be more honest and more productive. Plus, you’ll save both time and energy.

The Single Most Important Quality of a High-Performance Sales Culture

high performance sales culture

You want a high-performance sales culture? Give credit where credit is due.

Organizations that stand out as top-sellers celebrate success. They post sales reports on the wall. They spend lots of energy shining spotlights on the top salespeople. At times, the top salespeople have even more respect than those in leadership. High-performance sales cultures do these things because recognition is key.


Recognize Top Sellers

In high-performance sales cultures, the top salesperson is king. When the organization updates the sales report every day for all to see, everyone acknowledges and respects the person at the top of the list. This list says, “These are the most important people in the organization.”

If your organization relies on salespeople to find business, those high-end salespeople help sustain the company. They secure the jobs for everyone in the company. Of course you could make a case that customer service representatives keep the customer happy, but in reality, he who brings the customer in the door first will be recognized as the most important piece of the puzzle.

The Test: Find the Weakest Link

If you want to keep your sales up, you also have to recognize those who fail to contribute. Try this simple test for those who seem to lack interest: Send emails with sales stats and see who checks them. Send an individual sales report to each salesperson over the course of a week and use a tool like Yesware to see see who clicks on it. Often, a weak salesperson won’t even check the report.

A real winner looks up at the scoreboard. Even if his team is behind, he wants to see how to catch up. I knew a sales manager in a large corporation that took it a step further 
and let go of reps who didn’t look at the stats in an email. He realized that if a sales rep doesn’t care about his own productivity, then he probably won’t be successful. Rather than waste time and money, he cut off indifference at the source.

This approach may sounds harsh, but it’s an early warning sign of apathy. Let’s just say for a moment you don’t track any sales statistics at all, but you try this email test. I would be willing to bet money that 100% of your “losers” never click on their reports.

Your Strongest Salespeople

This test works both ways. The top salesperson not only looks at that email, but if you have a real time system, he may pull up that sales tracking every single minute. He’s constantly refreshing to see where he scores. The “loser” thinks, “Yeah, I’ve lost. I don’t care.” The “winner” never stops checking how close he is to securing the win.

You have the stats. Use them to your advantage. Give credit where credit is due and say goodbye to those who lack interest in your company.