Building a Lightweight CRM with Google Sheets and PostSheet

Most CRM tools are… a lot. Complicated setup, high cost, endless features you’ll never use.

But if you’re just trying to track contacts, send personalized follow-ups, and stay organized — you don’t need Salesforce or HubSpot.

You need a lightweight, flexible system. One you can build with tools you already use: Google Sheets + PostSheet.

In this post, we’ll show you how to build your own simple CRM that’s powerful enough to manage leads, clients, and outreach — without the bulk.

Why Build Your Own CRM in Google Sheets?

✅ It’s free
✅ It’s flexible
✅ Everyone on your team already knows how to use it
✅ It works perfectly with PostSheet for email, follow-ups, and document creation

It’s the perfect combo for early-stage teams, solopreneurs, agencies, and anyone who wants full control — without the tech headache.

What You Can Do with a Google Sheets + PostSheet CRM

📇 Manage leads and contacts
📬 Send personalized emails (cold outreach, follow-ups, nurture)
📄 Generate documents (invoices, proposals, contracts)
📅 Track deal stages or activity dates
🔁 Schedule recurring check-ins
📈 Analyze performance over time (win rate, stage conversion, etc.)

Let’s build it.

Step 1: Create Your CRM Spreadsheet

Start with a simple layout like this:

Name	Email	Company	Stage	Last Contacted	Next Step	Notes
Jamie Wong	jamie@email.com	Acme Co.	Discovery	2025-04-01	Send proposal by Friday	Asked for case studies
Leo Turner	leo@email.com	Bolt Studio	Follow-Up	2025-03-30	Follow up in 3 days	Interested but hesitant

You can expand with fields like:

Role
Industry
Product Interest
Source
Lead Score
Closed/Won Date

Step 2: Set Up Email Templates in PostSheet

Write outreach or follow-up templates using merge tags from your sheet.

Example:

perl

Copy

Subject: Quick check-in with {{Company}}

Hi {{Name}},

Just wanted to follow up on our last conversation. You mentioned interest in {{Next Step}}, and I wanted to make sure you had everything you need.

Let me know if you’d like to set up a time to chat or if now’s not the right time.

Best,

[Your Name]

You can send cold outreach, warm follow-ups, post-call recaps, or even post-sale thank-yous — all personalized, all fast.

Step 3: Segment and Filter in Your Sheet

Use filters or tabs to group contacts by:

Stage (Lead, Discovery, Demo, Closed)
Time since last contact
Activity (e.g. “Needs Follow-Up” = Yes)
Priority or deal size

This lets you run highly targeted outreach with just a few clicks.

Step 4: Use PostSheet to Send or Schedule Follow-Ups

With your filtered list:

Start a PostSheet campaign
Connect your CRM spreadsheet
Map fields like {{Name}}, {{Company}}, {{Next Step}}
Preview emails and send now or schedule for later

Want to send reminders or check-ins automatically every week? Easy.

Step 5: Automate Notes and Activity Logs

You can add columns like:

Follow-Up Sent?
Last Email Type
Response Date

Then use formulas or Zapier to update these fields as needed — keeping your CRM up to date without extra tools.

Add-On: Generate Docs from Your CRM

Need to send a proposal, invoice, or contract?

Use the same spreadsheet to generate custom PDFs in PostSheet:

Send an invoice based on Stage = Closed Won
Generate a proposal based on Product Interest
Share a welcome doc for Stage = Onboarding

All with the same workflow, all automated.

Why This Setup Beats Basic CRMs for Small Teams

Feature	Google Sheets + PostSheet	Traditional CRM
Cost	✅ Free	❌ Often expensive
Customization	✅ Unlimited	⚠️ Limited to structure
Email personalization	✅ Deep & flexible	⚠️ Often templated
Works with Google Workspace	✅ Seamless	⚠️ Requires integrations
No-code needed	✅ Yes	❌ Setup often required

It’s CRM on your terms.

Final Thoughts: A CRM That Works With You

If your CRM feels like more work than it’s worth, it’s time for a better system.

With just a spreadsheet and PostSheet, you can create a communication-first CRM that’s lean, powerful, and totally personalized to your business.

Build your custom CRM now →
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