Follow one batch of appointments from set to sat to sold, same cutoff date. The sheet, the formulas, the message for a seller and how to read the answer.
Swipe or tap Next · checked on 2026-10-18
Not technical? Start here. Copy this prompt into ChatGPT or Claude (the free versions work) and it walks you through the whole guide, one step at a time, in plain English. It asks before it assumes anything and checks with you before anything that costs money, reaches a real customer or company, or deletes something. The rest of the page is the same guide, written out, if you'd rather do it yourself.
The walkthrough prompt (copy all of it) · lines 1-4 of 80. Copy all copies the whole prompt; read it in full on the page.
Hi! Please be my patient guide for this step-by-step guide from Receipts Group: "Set, sat, sold: the 3-number check for any appointment number"
The guide is here: https://receiptsgroup.com/guides/set-sat-sold-check (open it if you can; if you can't, everything you need is below).
About me: I run a home-service business and I'm not technical. Use plain words and short sentences.One batch of bookings, followed all the way through. Each number is counted out of the one before it, from the same appointments, on the same cutoff date.
If any number goes up on the way down, the batch got mixed: sits or sales from other weeks got counted in.
These are the definitions on our floor. If someone uses different ones, that's fine, as long as they tell you what they are.
Two words you'll see below. Sit rate is sat out of set: of every 100 appointments booked, how many happened. Close rate is sold out of sat: of every 100 sits, how many signed.
Sits from March divided by bookings from April isn't a sit rate. It's two numbers that happen to be next to each other. Follow the same appointments, and count all three on the same day.
The batch is every appointment set in one stretch of dates: one week, or one month. The cutoff is the day you count, far enough after the batch that most of those appointments have happened and had a chance to close. Your sales cycle decides how far; write both dates at the top of the sheet so nobody changes them later.
One tab per batch, one row per appointment. Appointment numbers only: homeowners' names, phone numbers and addresses stay in your CRM, not in a sheet people pass around.
The sheet's columns · Part 1 of 2 · Copy copies all 20 lines
THE SET, SAT, SOLD SHEET: one tab per batch
(appointment numbers only: no homeowner names,
phone numbers or addresses)
Batch: appointments SET from [start date] to [end date]
Cutoff: counted as of [cutoff date]
Row 1 is the headers. One row per appointment set
in the batch, starting on row 2.
A Appt #
B Set date
C Sat? Yes / No (homeowner home, rep at the table,
by the cutoff)
D Sold? Yes / No (signed, by the cutoff)The sheet's columns · Part 2 of 2 · Copy copies all 20 lines
E Cancelled? Yes / No (a sale that cancelled by the cutoff;
No if it never sold)
F Sale amount the signed amount, blank if no sale
G Notes rescheduled, no one home, rep no-show...
(no names)Go row by row from your CRM, your calendar or your reps' notes. Sat is Yes only if the homeowner was home and the rep sat at the table by the cutoff. A reschedule that hasn't happened yet is No, and it stays on its original row. Sold is Yes only if they signed by the cutoff. Cancelled is Yes if a sale cancelled by the cutoff.
Type each one into the cell named on its left, exactly as written. They count the columns for you, so you never add it up by hand. The ranges go to row 1000; if your batch is bigger, change 1000 to a bigger number everywhere.
The formulas (cell, then what to type) · Part 1 of 2 · Copy copies all 23 lines
I1 Set
J1 =COUNTA(A2:A1000)
I2 Sat
J2 =COUNTIF(C2:C1000,"Yes")
I3 Sold
J3 =COUNTIF(D2:D1000,"Yes")
I4 Still sold after cancellations
J4 =COUNTIFS(D2:D1000,"Yes",E2:E1000,"No")
I5 Dollars still sold after cancellations
J5 =SUMIFS(F2:F1000,D2:D1000,"Yes",E2:E1000,"No")The formulas (cell, then what to type) · Part 2 of 2 · Copy copies all 23 lines
I6 Sit rate (sat out of set)
J6 =J2/J1
I7 Close rate (sold out of sat)
J7 =J3/J2
I8 Sold without a sit (should be 0)
J8 =COUNTIFS(C2:C1000,"No",D2:D1000,"Yes")Set, then sat, then sold, then still sold after cancellations: each one the same size or smaller than the one before. J8 should be 0. If it isn't, a row says Sold without a sit; find it and fix whichever answer is wrong.
J6 is your sit rate and J7 your close rate. They show as decimals: 0.62 means 62 out of 100. Compare them with your own next batch, counted the same way. That's the comparison that means something.
Anybody selling you appointments or leads will lead with the first number, because it's the biggest. Ask for all three, for one batch, with one cutoff date. Fill in the brackets and send it.
The message to a seller
Hi [name], before we talk volume, can you send me three numbers for one batch of appointments?
Take the appointments you set between [start date] and [end date]. Counted as of [cutoff date]:
1. Set: how many appointments you booked in those dates.
2. Sat: of those same appointments, how many actually happened, meaning the homeowner was home and the rep sat down at the table.
3. Sold: of those sits, how many signed, and how many were still sold after cancellations.
Same batch for all three, same cutoff date. And how do you count a sit? If you only track the first number, that's fine, just tell me that.
Thanks,
[your name]Our 650 a month is what our floor sets. If you ask me, I owe you the same three numbers for one batch, and I owe you the same footnote: none of it is a forecast for your market.
Example (made up): two sellers, each counting one batch the same way. These are invented numbers to show the arithmetic, not anybody's results.
Example (made up). Same batch dates and the same cutoff for both.
Seller A leads with 200. Seller B's 120 sounds smaller, and still ends up with more signed jobs. That's what checking only the first number hides.
Before you ask anybody else, run it on yourself. Take every appointment you set last month as the batch, pick today as the cutoff, and fill in the sheet. It costs nothing but the time.
Good: four numbers that only go down, J8 at 0, and a sit rate you can say out loud with its batch and its date. What you'll probably find: a few rows where nobody knows whether it sat. That's the first thing to fix: every appointment gets an outcome.
When a seller answers your message, paste it into this prompt and it checks it against the three numbers. Before you paste: take out names, phone numbers and email addresses. In Claude you can also choose whether your chats help improve its models: Settings → Privacy → Help Improve our AI models.
The seller's answer check · lines 1-1 of 15. Copy all copies the whole prompt; read it in full on the page.
An appointment company sent me numbers. Please check them against the set, sat, sold check.Good: it lists which numbers they gave and which are missing, and asks short follow-ups. Bad: it works out a number they never gave you. Tell it: "Use only what's in their message."
Checked 2026-10-18 on claude.com/pricing and Google's Sheets page. Prices change, so check before you buy.
Rows from outside the batch got in, or a reschedule got a second row. One row per appointment set in the batch's dates, and a reschedule stays on its original row.
A row says Sold but not Sat. Either it did sit and the Sat column is wrong, or the sale belongs to a different appointment. Fix the row, not the formula.
The cutoff is too close. Move it later, or pick an older batch. Write the new date at the top so both numbers use it.
Ask the rep who had it. If nobody knows, it's No for this count, and the fix is making every appointment get an outcome after the visit.
#DIV/0! in J6 or J7The sheet is dividing by zero: J1 or J2 is still 0. Fill in the rows first.
The cells say something other than Yes ("yes ", "Y", "sat"). Use exactly Yes and No in columns C, D and E.
Fair, their clients close it. Ask what their clients reported for one batch, and as of which date. If they don't have it, that's an answer too.
Ask for the counts behind it, the batch dates and the cutoff. A rate without its conditions is basically just a promise.
Tell it: "Use only what's in their message. If a number is missing, list it as missing."
That's fine. Everything it needs is in the walkthrough prompt. Tell it to keep going without the link.
What each page backs up is listed at the end of the full guide.
Set, sat, sold, one batch, one cutoff date. Set is where it starts, sold is where you get paid, and a number without its conditions is basically just a promise, mine included.
It's the same set, sat, sold ledger behind our rev-share appointments.
Want help setting this up? Receipts Group builds these systems.
Open the full guide as a page (every file in full, plus the table of contents).