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How do I create a spreadsheet to track sales?

Do you have a lot of different products that you sell and want to track how they are doing? Spreadsheets can be very useful for this! We've created an easy tutorial to show you how. You'll need some basic knowledge of using Excel, but the instructions are clear and will get you on your way in no time.


What is a spreadsheet and how does it work?

A spreadsheet is a document that's made up of rows and columns. The columns are called "fields" and the rows are called "records". All information in the spreadsheet is entered into these fields, starting with the first one at the very top going left to right, and each field has its own name or label. If you have multiple records, they will be organized vertically (down the columns) in rows. This is organized by field - that's how you can see which data belongs to each record and which field it goes into.


How do I track my sales?

You'll need to start with some basic information about your business, including any products or services you offer. You'll need more than one record, so you can have different types of items in your store (Items A, B and C). Once you've entered this basic information into the spreadsheet, you're ready to start entering purchase information.


Your merchant account has two sides of each transaction: a sales side and a refund/cancellation side. On the sales side you'll enter all of the information about when an order was placed, how much money was charged for it and which items were sold. You can track restocking fees, shipping fees and other information here too. The "refund/cancellation" section of your spreadsheet will be used if you need to make any type of refund or cancellation. This is where you will put the information about when a refund was made, what it was for and who received it.


Why do I need to track sales?

If you have multiple sales channels - for example, one website and a physical storefront - sales can get messy. If you don't keep up with who ordered what when, it's just too easy to mess the numbers up! Tracking sales is especially important if your business' sales are down or if you need to track how many sales were made in a certain period of time.


How can I create a spreadsheet to track my sales?

It's simple to track sales in a spreadsheet! As long as you know how to use Excel, you can create your sales spreadsheet.


  1. Getting Started: Enter the basic information about your business and products into cells A1 through J2 (just as an example). Also, make sure you have a sales spreadsheet setup to be able to track sales.
  2. Customer Information: Enter in the customer information into cells B1 through J3, including their first name, last name, email address and phone number (if applicable). If you need more space for information, you'll need to add more columns.
  3. Sales Information: In this sales spreadsheet example, we want to track sales for three different items (A, B and C). Enter in the sales information into cells B4 through J6, including the date of the sale (or range of dates), how much was charged per item and the quantity sold.
  4.  Refund/Cancellation Information: If applicable, you'll enter in this sales spreadsheet information into cells B7 through J8. The date of the refund or cancellation transaction should be entered along with what it's for (item, shipping fee or sales tax) and who received it (the customer or your business).
  5. The Rest of Your Spreadsheet: Once you've entered in all sales and refund/cancellation information, all that's left to do is watch the sales roll in! Well, not really, but at least you'll know more about what sales are going on in your business. You can also use sales spreadsheets for your financial needs - these spreadsheets are very versatile and you can change up the layout to fit your specific business needs.

Tracking sales is an easy way to keep up with sales whether it's in person, on the phone or online. Sales tax should be calculated based on sales made and tracked by sales channel. Use sales spreadsheets to keep track of which sales channels are bringing in the most money!


What are the benefits of tracking my sales on a spreadsheet?

Tracking sales on a sales spreadsheet is beneficial for a few reasons. One, it helps you track sales if you have sales in multiple places. This means you can compare sales from your website to sales made in person or over the phone, and see what's bringing in the best results! Two, tracking sales lets you know which items are selling the best. Three, sales spreadsheets are versatile and can be used to track sales data for your financial needs as well.


Tips for maintaining your spreadsheet so that you don't lose all your hard work or delete something important by accident


  • Save your sales spreadsheet often and in different places. If you're on a shared computer, save your sales spreadsheet to Google Drive or Dropbox so the sales spreadsheet file is stored wherever you have an account. If you work at home or at a business with only one computer, make sure to save sales spreadsheets as a backup copy!
  • Do not modify sales spreadsheets in a manner that you aren't familiar with. Some sales spreadsheets may be too complex for beginners and modifying sales spreadsheets incorrectly can ruin your sales spreadsheet!
  • Back up your sales spreadsheet before completing any kind of major change to the file, such as deleting or adding rows, columns or cells. This sales spreadsheet example is for demonstration purposes only and should not be used as a sales tracking sales spreadsheet template.

Tracking your sales on a spreadsheet is an easy way to stay organized and keep track of all the things you have going on. We can help create this for you so that it's easier than ever before! Contact us today with any questions or concerns about how we could make it even better for you, because our team is here for YOU.

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