How to Keep Track of Customer Orders in Excel (With Easy Steps)

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Keeping a track is very essential in any kind of business that involves Customer Orders. The product list, their size, order status, etc. are different for each customer. But still, they are entitled to some specific variables. Data entry for each one of them can be tiring and time-consuming. Also, a dynamic tracker can reduce our huge load. With all these in mind, this article will show you the step-by-step procedures to Keep Track of Customer Orders in Excel.

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Step by Step Procedures to Keep Track of Customer Orders in Excel

Having a Tracker Template for incoming orders from customers can help us in many ways. We can easily make it in Excel with all the required data we need to keep a distinct track of the orders. A company usually has a list of products and their specific versions or sizes. So, if we can generate a system where we don’t have to fulfill all the order details and can just input with a few clicks, we can save a lot of time. Therefore, follow the steps carefully to create a tracker template in Excel.

STEP 1: Headline Entry

  • Firstly, open an Excel worksheet.
  • Then, start typing your required Headline fields for your data. See the below image for a better understanding.

Keep Track of Customer Orders in Excel

STEP 2: Input Customer Orders and Apply Data Validation

  • One by one, input the orders carefully.
  • In the following image, we place the respective Order IDs and Order Dates.
  • After that, under the Priority header, select the range C2:C6 for applying Data Validation.

Keep Track of Customer Orders in Excel

NOTE: Data Validation eases the data input procedure. We don’t have to type the entries for each order. We can just click an option with this feature.

  • Now, go to Data ➤ Data Tools ➤ Data Validation.
  • Next, select Data Validation.

Keep Track of Customer Orders in Excel

  • As a result, the Data Validation dialog box will pop out.
  • Afterward, choose List in the Allow field.
  • Subsequently, type High,Low,Medium in the Source box.

  • Press OK.
  • Lastly, select any cell in the range C2:C6. It’ll return a drop-down icon.
  • Thus, you’ll get to click an option for the Priority entry instead of typing over and again.

STEP 3: Complete Order Details

  • Consequently, type the Customer Names.
  • Apply Data Validation for Products.

keep track of customer orders in excel

  • Again, in the Size field, use Data validation.

  • Similarly, complete the Order Status.

  • At last, input the Payment Status (Paid) and Bill.

STEP 4: Create a Dynamic Bill Total

We may also want to make our Excel tracker a Dynamic one. The dynamic list takes off our loads to a great extent as we don’t have to do manual updates on certain calculations. For instance, we want to find the total Bill for our orders. But, it can alter at any time when our order gets cancelled. So, follow the process below to perform the task.

  • Select cell I7 at first.
  • Then, type the formula:
  • Finally, press Enter to return the summation.

NOTE: The SUM function calculates the total of I2:I6.

STEP 5: Generate Dynamic Order Summary

Moreover, apart from Keeping Track of Customer Orders in Excel, we may also desire to make a summary based on a specific category. In our example, we’ll form a Dynamic Summary based on Priority Status, Order Status, and Payment Status. Hence, learn the below process.

  • First of all, select cell B10 and type the formula:
  • Next, press Enter and it’ll return the total count for High Priority orders.

keep track of customer orders in excel

NOTE: Replace High with Low and Medium in the COUNTIF function argument to find the Low priority and High priority orders respectively.

  • Again, choose E10 to find the count for Order Status.
  • Type the formula:
  • Press Enter to return the result.

NOTE: Replace Processing with Cancelled and Shipped in the COUNTIF function argument to find the Cancelled and Shipped orders respectively.

  • Additionally, choose H10 to find out the total Payment Status.
  • Here, type the formula:
  • Finally, you’ll get the count for the Paid orders after pressing Enter.

NOTE: Replace Yes with No to find the orders that haven’t completed the payment yet.

Final Output of Customer Orders in Excel

Hence, the following dataset demonstrates the final output of the Customer Orders tracker in Excel.

Final Output to Keep Track of Customer Orders in Excel

Read More: How to Keep Track of Customer Payments in Excel (With Easy Steps)

Sorting and Filtering Customer Orders in Excel

Moreover, you can perform the Sort operation on the order entries or even Filter them. To illustrate, we’ll apply the Filter to view the Hard Disk orders only. Therefore, follow the steps below to carry out the operation.


  • First, select the Product header or any other headers.
  • Then, select Home ➤ Editing ➤ Sort & Filter ➤ Filter.

Sort and Filter the Customer Orders Tracker in Excel

  • After that, select the drop-down icon beside the Product header and check for Hard Disk.
  • As a result, it’ll return the list with Hard Disk orders only.

Read More: Excel Invoice Tracker (Format and Usage)


Henceforth, you will be able to Keep Track of Customer Orders in Excel following the above-described procedures. Keep using them and let us know if you have more ways to do the task. Follow the ExcelDemy website for more articles like this. Don’t forget to drop comments, suggestions, or queries if you have any in the comment section below.

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Aung Shine
Aung Shine

My name is Aung. I have my B.Sc. degree in EEE. From now on, I will be working with Microsoft Excel and other useful software, and I’ll upload articles related to them. My current goal is to write technical contents for anybody and everybody that will make the learning process of new software and features a happy journey.

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