A sales visit report is the daily sheet where a field sales rep logs every customer visit: customer, time in and out, purpose, result, order, collection and the next step, for the supervisor to approve. Enter the visits in the report above and the productive visits and productivity rate appear at the top. The other two tabs hold a single-visit card and a weekly summary in Excel.
A productive visit ends with an order or a collection, and productivity = productive visits / visits made. The example has 12 visits made out of 14 planned, 8 of them productive: 67% productivity and 86% plan completion, with orders of SAR 16,120.00 and SAR 10,080.00 collected.
How to use the sales visit report
- Choose Mr. or Ms., then enter the rep's name, the date and the number of visits planned for the day.
- Log every visit, including a closed shop: write "Shop closed" as the result and the return date as the next step.
- Under Notes for the supervisor, record customer needs, competitor activity, delivery problems and anything that needs a decision.
- Download the report as a PDF to sign, or print the blank form for reps who fill it in by hand.
What is a sales visit report
It is a written record of what happened at each customer, turning verbal updates into data the supervisor can follow up. It keeps customer feedback from getting lost, shows which customer needs a second visit and when, and gives a fair basis for rating the rep. You can download it in Word to add your logo or extra columns.
What goes in a daily visit report
| Section | What to enter |
|---|---|
| Header | Rep, date, planned visits; route and supervisor in Advanced mode. |
| Visit log | Customer, in-out time, purpose, result, order, collection, next step and date. |
| Indicators | Visits made, productive visits, productivity, plan completion, totals. |
| Notes and sign-off | Notes for the supervisor, rep signature, supervisor approval and comment. |
A useful note is specific: "Al Khair wants larger quantities of the 200 ml pack before month end" leads to a decision; "customer interested" does not.
How managers use visit reports
Copy each day's numbers into the Weekly summary tab. In the example the rep made 57 of 63 planned visits, 37 of them productive: 64.9% weekly productivity and 90.5% plan completion. 13 and 15 October are highlighted because they fall below 60%; review those visits with the rep and compare the week with the monthly sales target.
Automated field reporting
A paper report reaches the supervisor at the end of the day, and some lines are written from memory. Once a business in Saudi Arabia runs several reps, collecting sheets and matching collections to cash becomes slow, and recording visits from a phone is worth comparing with paper.
Common mistakes
- Leaving out visits that did not happen, which inflates productivity.
- A next step with no date.
- Writing the week's notes on Thursday instead of daily.
- Handing over cash without checking it against the collections column.
When reps multiply and reports arrive late
At Microtec we build O-Orange, a field sales and distribution system for businesses in Saudi Arabia.
Sales visit report FAQ
Do I need a report for every visit?
One line per visit in the daily report is enough. For a new customer or a complaint, attach a Customer visit card with the person met, the need, competitors and the next step.
When should the rep submit the visit report?
At the end of the same day, together with the cash collected, so the supervisor or accountant can match the collections total to the cash and agree the next day's follow-ups.
What should go in the notes of a visit report?
Customer needs, competitor activity, delivery problems and anything that needs a supervisor decision, such as a credit limit or a discount. Name the customer in each note.
Is there a sales visit report template in Word?
Yes. The daily report downloads in Word or PDF with the visits you entered, plus a blank form to print, and the weekly summary downloads in Excel with its formulas.