Free template · Trackers

Account mapping template

A free account mapping template in Excel and Word: both account lists, the matched overlaps, a matrix that counts them by status, and the next step for each type of overlap.

Download Excel (.xlsx)Download Word (.docx)

Free, no sign-up · 6 sheets, overlap matrix built in · Updated October 13, 2026

In short

An account mapping template compares your customers, opportunities and prospects with a partner's to find the companies you share. This one has a sheet for each list, an Overlaps sheet for the matched domains, a matrix that counts overlaps by both statuses automatically, and a table of the recommended next step for each type of overlap.

What this template covers

Account mapping compares your accounts with a partner's to find the companies you have in common. This template is a six sheet workbook for doing it by hand with one partner at a time. The Excel version counts your overlaps by status automatically. The Word version is the same template for sharing with the partner before you agree next steps.

It includes:

Your accounts. Company, Domain, Status (Customer, Opportunity or Prospect), Owner and Notes, with eight fictional example rows.
Partner accounts. The same columns for the partner's list, with eight example rows, six of which overlap with yours.
Overlaps. One row per matched domain, with your status, the partner's status, the overlap type, the next step and an owner.
Overlap matrix. Your status down the side, the partner's across the top. Each cell is a COUNTIFS formula over the Overlaps sheet, so the counts update as you add rows. Totals by row and column show where most of your shared accounts sit.
What to do. All nine combinations of statuses with the recommended action and who leads.

A short Read me sheet explains each sheet and how to match the lists.

How to fill it in

Agree the rules with the partner. What each side shares, what it is for, and when the files are deleted. Share company, domain and status only. No contact names or emails.
Paste both lists. Export your accounts from your CRM, and ask the partner for theirs in the same format.
Clean the domains. Lowercase them and remove "www." and anything after the domain. Match on domain, never on company name.
Find the matches. Use XLOOKUP or MATCH on the Domain column to find which of the partner's domains are also on your list.
Copy each match to the Overlaps sheet. Type the statuses exactly as Customer, Opportunity or Prospect, so the matrix counts them.
Choose the overlaps to work. Use the What to do sheet, pick five to ten, and give each one an owner and a next step.

A worked example

The template ships with a map between you and Brightline Agency, a marketing agency partner. Each side has eight accounts and six domains match.

Domain	You	Brightline	Next step
kestrelfoods.example	Prospect	Customer	Ask Brightline for a warm introduction
lumenhealth.example	Opportunity	Customer	Ask for context on the buyer
hawkdigital.example	Customer	Customer	Joint case study before renewal
orbitfreight.example	Customer	Prospect	Offer Brightline an introduction
atlaslogistics.example	Opportunity	Prospect	Mention Brightline if it fits
mosaiclearning.example	Prospect	Opportunity	Ask to join their proposal

The Overlap matrix shows 1 in six of the nine cells and a total of 6. Kestrel Foods is the best account on the list: Brightline already runs their paid media, so a note from Brightline gets you a meeting a cold email would not. If it turns into a new opportunity, it is partner-sourced. Lumen Health is already in your pipeline, so Brightline's help there counts as partner-influenced. The partner-sourced vs partner-influenced guide explains how to count each.

Orbit Freight goes the other way. It is your customer and Brightline's prospect, so you offer an introduction. Giving something back is what keeps a partner willing to make the next introduction for you.

Tips for a useful account map

One workbook per partner. Keeps each partner's list private from the others.
Refresh on a schedule. Monthly with your most active partners, quarterly with the rest, and always before a business review.
Give before you ask. Act on at least one overlap where you help the partner.
Agree credit before the deal closes. Settle sourced or influenced up front to avoid a dispute at commission time.
Turn shared deals into a plan. When both sides are selling to the same account, the co-selling guide covers who does what at each stage.

For the full method, including what to share and common mistakes, read the account mapping guide.

When the spreadsheet gets slow

A workbook is fine for two or three partners. With more, keeping every list current and private takes most of the time. Partner.io matches your CRM accounts or an uploaded CSV against each partner's and shows the overlaps per partner, with a contacts view for each matched company.

The template

Read it in full before you download. Text in brackets is what you fill in.

Account Mapping Template

Use this workbook to compare your accounts with one partner's accounts, find the companies you have in common, and agree a next step for each overlap. Make one copy per partner and refresh it every month or quarter.

The companies, domains and owners below are fictional examples for a map between you and a partner called Brightline Agency. Replace them with your own. Share only company name, domain and status, never contact details, and agree in writing with the partner what is shared and when the files are deleted.

Partner: [Partner name] | Map date: [Date] | Next refresh: [Date] | Your owner: [Partner manager name] | Partner owner: [Partner contact name]

Read me

Sheet	What it is for	What you edit
Your accounts	Your customers, open opportunities and target prospects	Paste your export: company, domain, status, owner
Partner accounts	The partner's list, in the same format	Paste the partner's export, or ask them to fill it in
Overlaps	Every domain that appears on both lists, with both statuses and a next step	Add one row per matched domain, then fill in Overlap type, Next step and Owner
Overlap matrix	Counts the overlaps by your status and the partner's status	Nothing. It calculates from the Overlaps sheet
What to do	The recommended action for each type of overlap	Change the actions to fit your program

How to match the lists:

Lowercase every domain and remove "www." and anything after the domain, on both lists.
For each domain on the Partner accounts sheet, check whether it appears on the Your accounts sheet. In Excel or Google Sheets, a lookup such as XLOOKUP or MATCH on the Domain column does this.
Copy each matching domain to the Overlaps sheet, with your status and the partner's status. Statuses must be typed exactly as Customer, Opportunity or Prospect so the matrix counts them.

Your accounts

Company	Domain	Status	Owner	Notes
Hawk Digital	hawkdigital.example	Customer	Maya C.	Renewal in March
Fjord Analytics	fjordanalytics.example	Customer	Maya C.
Lumen Health	lumenhealth.example	Opportunity	Jordan P.	Proposal sent
Atlas Logistics	atlaslogistics.example	Opportunity	Jordan P.	Demo booked
Kestrel Foods	kestrelfoods.example	Prospect	Sam R.	On target account list
Pinecrest Supply	pinecrestsupply.example	Prospect	Sam R.
Orbit Freight	orbitfreight.example	Customer	Maya C.	Strong reference
Mosaic Learning	mosaiclearning.example	Prospect	Sam R.

Partner accounts

Company	Domain	Status	Owner	Notes
Hawk Digital	hawkdigital.example	Customer	Lee W.	Monthly retainer
Lumen Health	lumenhealth.example	Customer	Lee W.	Website rebuild
Kestrel Foods	kestrelfoods.example	Customer	Priya N.	Paid media client
Atlas Logistics	atlaslogistics.example	Prospect	Priya N.	Pitch in two weeks
Orbit Freight	orbitfreight.example	Prospect	Lee W.
Mosaic Learning	mosaiclearning.example	Opportunity	Priya N.	Proposal sent
Tidewater Insurance	tidewaterinsurance.example	Customer	Lee W.
Granite Payroll	granitepayroll.example	Prospect	Priya N.

Overlaps

Domain	Your status	Partner status	Overlap type	Next step	Owner
hawkdigital.example	Customer	Customer	Shared customer	Propose a joint case study before the March renewal	Maya C.
lumenhealth.example	Opportunity	Customer	Your opportunity, their customer	Ask Brightline for context on the buyer and a good word	Jordan P.
kestrelfoods.example	Prospect	Customer	Your prospect, their customer	Send Brightline a short intro note to forward	Sam R.
atlaslogistics.example	Opportunity	Prospect	Your opportunity, their prospect	Mention Brightline to the buyer if a services need comes up	Jordan P.
orbitfreight.example	Customer	Prospect	Your customer, their prospect	Ask Orbit Freight if they would take a call with Brightline	Maya C.
mosaiclearning.example	Prospect	Opportunity	Your prospect, their opportunity	Ask to be included in Brightline's proposal	Sam R.

Overlap matrix

Your status	Partner customer	Partner opportunity	Partner prospect	Total
Your customer	auto	auto	auto	auto
Your opportunity	auto	auto	auto	auto
Your prospect	auto	auto	auto	auto
Total	auto	auto	auto	auto

With the example overlaps, the matrix shows 6 overlaps: 1 in six of the nine cells and 0 in the other three. The bottom right cell is the total number of overlaps and should match the number of rows on the Overlaps sheet.

What to do

Your status	Partner status	Overlap type	Recommended action	Who leads
Prospect	Customer	Your prospect, their customer	Ask for a warm introduction. Write a short note the partner can forward	Partner, with your note
Opportunity	Customer	Your opportunity, their customer	Ask the partner for context on the buyer and a good word	Your account owner
Customer	Customer	Shared customer	Joint account review, integration check or case study	Both owners
Customer	Prospect	Your customer, their prospect	Offer the partner an introduction or a reference	You
Customer	Opportunity	Your customer, their opportunity	Offer a reference call to help the partner close	You
Opportunity	Opportunity	Both selling	Agree who leads and how each side gets credit, then co-sell	Both owners
Prospect	Opportunity	Your prospect, their opportunity	Ask to be included in the partner's proposal	Partner
Opportunity	Prospect	Your opportunity, their prospect	Mention the partner to the buyer if it fits	Your account owner
Prospect	Prospect	Both prospects	Plan joint outreach, or park until the next refresh	Both owners

Rules for working the map:

Start with five to ten overlaps. Pick the best ones from the top two rows and the ones where you can give something back.
Name one owner and a date for every next step. An overlap without an owner does not get worked.
Agree attribution before the deal closes. An introduction that creates a new opportunity is usually partner-sourced. Help on a deal you already had open is usually partner-influenced.
Refresh the map monthly with your most active partners and quarterly with the rest. Close out overlaps that went nowhere.

Download Excel (.xlsx)Download Word (.docx)

FAQ

Frequently asked questions

What should an account mapping template include?

Your account list and the partner's, each with company, domain and status (customer, opportunity or prospect). Then a list of the matched accounts with both statuses, a next step and an owner, a count of overlaps by type so you can see where the value is, and the action you take for each type of overlap.

How do you match accounts in Excel?

Clean the domains on both lists first: lowercase them and remove www and anything after the domain. Then use XLOOKUP or MATCH to check each of the partner's domains against your Domain column. Copy the matches to the Overlaps sheet with both statuses, and the matrix in this template counts them.

Should I share my whole account list with a partner?

No. Share company name, domain and status at most, and only the matched rows once the lists are compared. Keep contact details, deal values and notes back. Agree in writing what each side shares, what it is used for and when the files are deleted, before anyone sends a file.

How many overlaps should we work at once?

Start with five to ten. Pick the best accounts where the partner has the customer relationship and you want an introduction, plus a few where you can help the partner in return. Give each one an owner and a date. Working a short list well does more than sending a long list to a partner nobody follows up with.

Keep going