Excel template for field sales route planning (free)

By Manuel Ober · 6 September 2026 · 3 min read

The template

Download the Excel template (11 KB, opens in Excel, LibreOffice, Numbers and Google Sheets)

The file is the original German one. Sheet names and column headings are in German, and you can overwrite them with your own wording. What each one means is explained below.

Three sheets, no macros, no sign-up:

• Kunden (customers). One row per customer, with these columns: Name, Straße und Nr. (street and number), PLZ (postcode), Ort (town), Kategorie (category), Rhythmus (Tage) (visit cycle in days), Letzter Besuch (last visit), Fällig am (due on), Öffnungszeiten (opening hours), Ansprechpartner (contact person) and Notiz (note). “Fällig am” works itself out: last visit plus cycle. Three example rows show how it is meant. Overwrite them.
• Woche (week). Monday to Friday with an hourly grid, and underneath it visits, kilometres and the question of an overnight stay.
• So geht's (how it works). The five steps in short form.

Looking for a call report template instead? It is in the guide Call report template for field sales.

Why the addresses sit in separate columns

Street, postcode and town are kept apart so that the list also works outside Excel. If you later want to see your customers on a map, you need exactly these three columns, “Straße und Nr.”, “PLZ” and “Ort”, with nothing else in them. The first example row shows how: Adler-Apotheke, Hauptstraße 12, 3300, Amstetten. An extra such as “second floor” or “entrance at the back” does not go into the address. It goes into “Notiz”, where that row says “Mittags geschlossen” (closed at lunchtime).

How to clean up an existing list for this is in the guide Get your Excel customer list onto a map.

The cycle is the most important column

“Rhythmus (Tage)” is the gap you want between two visits. An example: 30 for A customers, 60 for B customers, 120 for C customers. With the last visit that gives the due date, and the due date answers the question that matters every Friday: who is due this week?

Filter by “Fällig am” and you are left with the 15 to 25 customers you build the week from, not the 300.

How to lay out the week with the template

1. Filter. “Fällig am” up to the end of next week.
2. Group by area. Sort the filtered list by postcode. Whatever is in the same district goes on the same day.
3. Spread across the days. In the “Woche” sheet each day gets one district. Only after that do you set the order.
4. Check opening hours. There is a column for them, so the pharmacy with the lunchtime closure does not land at 12:45.
5. Leave a buffer. One visit per day may drop out.

The detailed method is in the guide Route planning in field sales.

Visit planning in field sales with the same template

Route planning answers the question of the day, visit planning the question of the year: how often do you see each customer, and does it add up?

Both are in the same file. The cycle column is the visit planning. From the cycle and the number of customers in each class you get the visits per year. If the total is more than 200 working days allow, the cycle is wrong, and no route planning will repair that.

The calculation for this, with example figures for a territory of 300 customers, is in the guide Sales territory planning.

Where Excel stops

The template cannot do three things.

Drive times. Excel does not know that the Danube lies between customer 2 and customer 3. You set the order within a day from memory, or you type each leg into the sat nav one by one. Why that can cost 40 minutes every day is in the guide Drive times in field sales.

The map. A list does not show that three customers are on the same street and two are 80 kilometres apart.

The rebuild. If a customer cancels on Tuesday, Excel recalculates nothing.

For many people the template lasts a year. When it gets too much, trakki takes the same file: you upload it as an Excel file (.xlsx), trakki recognises the columns and you confirm briefly. trakki then shows who is due in colour on the map and works out the drive times along real roads. It does not know about rush-hour traffic. More on the home page.

Frequently asked questions

Does the template also work with Google Sheets and LibreOffice?

Yes. The due-date formula is a simple addition, last visit plus cycle, and it runs in Excel, LibreOffice Calc, Numbers and Google Sheets.

Can I enter more than 200 customers?

Yes. The “Fällig am” formula is prepared for 200 customers. Below that, you drag it further down.

May I pass the template on within my company?

Yes, without conditions. On the “So geht's” sheet there is one sentence about trakki and a link to trakki.at.