If you run a sales team, you need to know at any given moment how many deals are in play, what stage they're at, who owns them, and what's expected to close this month. A sales pipeline tracker in Google Sheets is one of the most useful things you can build, and it doesn't require anything fancy.
This guide shows you how to build one from scratch, step by step. By the end you'll have a working tracker that shows pipeline by stage, filters by rep, and gives you a clear picture of what's coming in.
What Your Pipeline Tracker Needs
Before building anything, get clear on what columns you actually need. A good pipeline tracker has at minimum: deal name, company, rep, stage, deal value, expected close date, and probability. You can add more later, but start lean.
Set this up as a flat table in Sheet 1. One row per deal, one column per field, headers in row 1. Every deal gets its own row, even if the same company has multiple deals in flight.
Building the Stage View with a Pivot Table
Once your deals are in a flat table, the most useful view is a summary by stage — how many deals, and what's the total value at each stage.
Select your data, go to Data, click Pivot table, and insert it on a new sheet. In the pivot table editor, add Stage to Rows, add Deal Value to Values (set to SUM), and add Deal Name to Values again (set to COUNTA). Now you have a one-line summary per stage: how many deals and how much pipeline.
To see pipeline by rep, add Rep to Rows above Stage. This gives you a breakdown of each rep's deals at each stage.
Tracking What's Closing This Month
Add a helper column to your flat table called "Closing This Month" with this formula:
=IF(AND(MONTH(F2)=MONTH(TODAY()), YEAR(F2)=YEAR(TODAY())), "Yes", "No")
Where F2 is your close date column. Now you can filter your table to show only deals closing this month, or build a separate pivot table just on those rows.
Calculating Weighted Pipeline
Multiply deal value by probability to get weighted pipeline — a more realistic picture of expected revenue. Add a Weighted Value column:
=D2*G2
Where D2 is deal value and G2 is probability (as a decimal — 0.7 for 70%). Sum this column to see your weighted pipeline total.
Using Conditional Formatting to Spot Stale Deals
If a deal hasn't moved in 30 days, you want to know. Add a Last Updated column where reps log the date they last touched the deal. Then apply conditional formatting to highlight rows where the last updated date is more than 30 days ago:
Select the Last Updated column, go to Format, Conditional formatting, and set the rule to: custom formula, =AND(A2<>"", TODAY()-A2>30), then pick a highlight color.
The Easy Way: Using SheetXAI in Google Sheets
If you'd rather not build this manually, SheetXAI works directly inside Google Sheets as a sidebar. You describe what you want and it builds the tracker for you.
Example 1: Start from scratch.
Open the SheetXAI sidebar and type:
"Build me a sales pipeline tracker with columns for deal name, company, rep, stage, value, probability, and expected close date. Add a summary sheet showing total pipeline and deal count by stage."
SheetXAI creates the flat table, sets up the headers, formats the columns, and builds the summary pivot on a separate tab.
Example 2: Your deal data is already in your CRM.
"Pull my open opportunities from HubSpot and build a pipeline tracker showing deals by stage and rep, with a weighted pipeline column."
SheetXAI pulls the data, structures it, adds the weighted value calculation, and builds the stage summary, all without you touching a formula.
Try SheetXAI free and see what it builds for you.
Published May 2026. See also: How to Track Sales Commissions in Google Sheets, How to Build a Dashboard in Google Sheets, and Google Sheets AI Guide.
