Client Follow-Up Spreadsheet & Repeat Customer Tracker

This client follow-up spreadsheet and repeat customer tracker helps you follow up on every quote, keep regular clients rebooking, and ask for reviews and referrals the honest way.

Who it's for: Owners of small service businesses (cleaning, window washing, lawn care, handyman, salons, consultants and more) who send quotes and see the same clients again, and want a simple weekly routine instead of sticky notes.

The problem it solves: Quotes that get no reply can go without a follow-up, and regular clients can drift away when nobody reminds them. This kit dates every follow-up, flags clients who are due, overdue or quiet long enough to win back, logs review and referral asks, and shows what repeat clients are worth in a year.

What's inside

• Follow-Up & Repeat Revenue Workbook (EXAMPLE + BLANK, .xlsx)
• Follow-Up Playbook (PDF)
• Quote Follow-Up Messages and Rebooking and Win-Back Messages (DOCX + PDF)
• Client Feedback Form, Review and Referral Request Guide, Weekly Follow-Up Routine (DOCX + PDF)
• AI Prompt Pack: 25 prompts (PDF + TXT)
• Start Here guide and license

How it works

1. On Settings, set your follow-up timing (3, 7 and 14 days to start), the 'due soon' window and when a quiet client counts as a win-back.
2. Log every quote on Quote Follow-Up; the next follow-up date and action (DUE, SCHEDULED, CLOSE OUT) calculate.
3. List repeat clients on Client Roster with their last visit, usual rebook interval and average ticket.
4. Log review and referral asks.
5. Each week, work the Dashboard list using the message templates and prompts.

Good to know

• Every number in the EXAMPLE file belongs to a made-up business; it isn't a market rate or a recommendation.
• Templates aren't legal advice; tax lines are placeholders. Have your own professionals review them.
• The tools help you run your business; they don't guarantee income or results.
• Excel .xlsx workbook, no macros; formulas tested in LibreOffice (Google Sheets and Excel open-tests pending).
• Texting or emailing clients: message only people who gave you their number or email, honor every STOP or unsubscribe request right away, and get a client's written consent before sending marketing texts with an automated tool. Marketing emails need your postal address and an unsubscribe option (CAN-SPAM). Some states, including Virginia, add rules such as allowed texting hours. This isn't legal advice.

Need a website? Bought any kit from the Archive? You get a $39 credit toward any website package from The Collective if you request it within 60 days of your purchase (one credit per website project). The credit applies only to website services, not to kits or other products. To request it, email ryanviabusiness@gmail.com with your order number.

Refunds: All sales are final. This kit is an instant digital download, so we don't offer refunds once your order is placed. If a file is broken, missing or not as described, email ryanviabusiness@gmail.com with your order number and we'll send you a working replacement file; if we can't provide a working file that matches this description, we'll refund your order. If you bought the same kit twice by mistake, email us within 14 days of the second order and we'll refund the duplicate order. Nothing in this policy limits any rights you have under law that can't be waived.

License: one business; no resale, redistribution or sharing.

Cover images are illustrations created with AI. The people shown are fictional, not customers.