Whether you're an investor tracking acquisitions, a broker managing listings, or an operator overseeing a portfolio, keeping deals organized in Excel is something most real estate professionals end up doing at some point. Done right, a deal pipeline tracker tells you at a glance what's under LOI, what's in due diligence, what closed, and what fell through.
Your Deal Log
One row per deal. Columns: property name, property type (multifamily, office, retail, industrial, etc.), address, deal stage, purchase price, projected NOI, cap rate, broker, key dates (LOI date, contract date, close date), and status notes.
For deal stage, use a consistent set of labels and enforce them with data validation: Prospecting, LOI Submitted, Under Contract, Due Diligence, Closing, Closed, Dead. This keeps the pipeline clean as multiple people update it.
Pipeline Value by Stage
Build a pivot table from your deal log. Add Stage to Rows and add Purchase Price to Values (set to SUM). This gives you total deal value at each stage — your prospecting bucket might show $50M in potential deals while only $8M is actually under contract.
Add a count of deals per stage (COUNTA of Property Name) so you can see both the number of deals and the value at each stage.
Tracking Key Dates and Deadlines
Add a Days Until Close column:
=IF(H2="", "", H2-TODAY())
Where H2 is the projected close date. Negative values mean overdue. Apply conditional formatting: red for negative (overdue), amber for 0–14 days, green for 15+.
Add a Days in Stage column to spot deals that have been stuck:
=TODAY()-G2
Where G2 is the date the deal entered its current stage. A deal that's been in Due Diligence for 90 days probably needs attention.
Cap Rate and Returns Summary
Add a Cap Rate column if you're tracking it manually:
=IF(D2=0, "", C2/D2)
Where C2 is projected NOI and D2 is purchase price. Format as percentage. Add an average cap rate row at the bottom using AVERAGEIF to see the average cap rate for deals in each stage or property type.
Closed Deal Summary
Filter your deal log to Closed status and build a separate summary: total deals closed, total value, average purchase price, and average cap rate. Compare to the same period last year if you have historical data.
The Easy Way: Using SheetXAI in Excel
Example 1: You have your deal data already in the spreadsheet.
"I have a real estate deal log on Sheet 1 with columns for property, stage, purchase price, NOI, and key dates. Build a pipeline summary showing deal count and total value by stage, flag deals overdue to close, and add a closed deal summary."
SheetXAI reads your data, builds the stage summary, adds the deadline flags, and creates the closed deal report.
Example 2: Your deals are tracked in a CRM or property management system.
"Pull active deals from our CRM and build a deal pipeline tracker showing properties by stage with purchase price totals, projected cap rates, and days in current stage."
SheetXAI connects to your system, pulls the data, and builds the full pipeline tracker.
Try SheetXAI free and see what it builds for you.
Published May 2026. See also: How to Build a Sales Pipeline Tracker in Google Sheets, How to Build a Budget vs. Actuals Report in Excel, and Google Sheets AI Guide.
