Salesman daily visit report format in Excel
One row per shop visit: outcome, order value, amount collected, what the shop said and the next visit date. A skipped shop or a missed next visit turns red.
What the file looks like
The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.
| Date | Salesman | Area or beat | Shop or party | Outcome | Order value | Order details | Collected | Payment mode and reference | What the shop said | Next visit date | Next visit done | Days late |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 9 Oct 2026 | Manoj | Uttam Nagar beat | Balaji Electricals, Tilak Nagar | Order and payment | 18,400 | LED bulb 9 W 20 boxes, slip 311 | 12,000 | Cheque 004517 | Asked for the new rate list. | 16 Oct 2026 | No | fills itself |
| 2 Oct 2026 | Manoj | Uttam Nagar beat | New Light House, Uttam Nagar | No order | Stock is full. Asked us to come after a week. | 9 Oct 2026 | No | fills itself | ||||
| 9 Oct 2026 | Farhan | Najafgarh beat | Mittal Electric Store, Najafgarh | Not visited | Not reached: the market shut early. | 11 Oct 2026 | No | fills itself | ||||
| 7 Oct 2026 | Farhan | Dwarka beat | Roshni Electricals, Dwarka Mor | Shop closed | Shutter was down at 1 pm. | 10 Oct 2026 | No | fills itself | ||||
| 4 Oct 2026 | Farhan | Najafgarh beat | Shiv Shakti Traders, Najafgarh | Payment collected | 8,500 | UPI, reference ending 2231 | Balance promised on the next visit. | 8 Oct 2026 | Yes | fills itself |
- Red row: A planned shop was not visited, or the next visit date has passed, and nobody has gone back.
- Amber row: The next visit is due today or tomorrow.
- Green row: Someone has gone back. The row is closed.
The columns, and what to write in each
- Date
The day of the visit.
- Salesman
One name.
- Area or beat
The market or route of the day.
- Shop or party
Firm name and market, spelt as in Tally.
- Outcome
Pick from the list. "Not visited" is for a planned shop that was not reached.
Order takenPayment collectedOrder and paymentNo orderShop closedNot visited - Order value
The value of the order in rupees, as a number.
- Order details
Items and quantities, or the order slip number.
- Collected
The amount received, as a number.
- Payment mode and reference
Cash, cheque number or UPI reference.
- What the shop said
The reason for no order, a rate from another supplier, a complaint. For a shop not visited: why.
- Next visit date
The date told to the shop, or the next beat day.
- Next visit done
No, and then Yes when someone has gone back.
NoYes - Days late
Fills itself: days past the next visit date while nobody has gone back.
How to keep it
- Keep the file as one shared sheet. Each salesman adds one row at the shop, before leaving it.
- Every planned shop gets a row, also a closed shop and a shop that was not reached. Pick the outcome from the list.
- Write a next visit date in every row. When someone has gone back, change "Next visit done" to "Yes" and write the new visit as a new row.
- Evening: filter "Date" for today. Count the rows of each salesman against the plan, read the "No order" rows and add up "Collected".
- Once a week, sort by "Shop or party" and look for shops with no visit and shops with three visits and no order.
Also in the file: messages
Order noted for Balaji Electricals: LED bulb 9 W, 20 boxes. Value ₹18,400. Delivery on (date). Received today: cheque 004517 for ₹12,000. Thank you.
Copy the lines below into a WhatsApp message at the end of the day.
DAY REPORT (date), (name), (beat)
Shops planned: (number). Visited: (number). Not visited: (names)
Orders: (number of shops), value (amount)
Collected: cash (amount), cheque (amount), UPI (amount)
Shops to go back to: (name and date)
The message is a summary. The rows in the sheet are the report.
Free to use and to change. No macros, nothing to install.
Daily sales report format in Excel for salesman visits
A salesman daily visit report format in Excel: one row per shop with the order, the collection and the next visit date, and how to read it daily and weekly.
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