Sales Rep Route Planning: A Daily Route Sheet Template

Sales rep route planning means deciding, before a field rep leaves in the morning, which customers they will visit, in what order, at roughly what time and for what purpose. The route sheet is the one-page record of that plan, completed at the end of the day with actual arrival times and outcomes. The value is in the gap between the two: it tells you where the day really went.

Most small distributors in Egypt do their sales rep route planning in their heads. A rep says "Dokki and Mohandessin today" on a WhatsApp group, and by 6 pm nobody can say whether that meant four visits or eleven.

TL;DR: A usable route sheet has at least nine columns: stop number, customer, address and area, purpose, planned time, actual arrival, departure, outcome and notes. Plan by geography first and customer priority second, keep the day inside Egypt's legal hour limits, and compare plan against actual for ten minutes every evening.

Route plan, visit report and route review: three different documents

Good sales rep route planning separates three documents. Teams often merge them into one form and then wonder why it never gets filled in properly. They answer different questions at different times.

Document	When	Owner	Question it answers
Route plan	Before the day or week starts	Rep, approved by supervisor	Where am I going, in what order, and why?
Visit report	After each visit	Rep	What happened at this customer?
Route review	End of day	Supervisor with the rep	Did the plan happen, and where did it slip?

If you only collect visit reports, you know what happened but not what should have happened. We cover assigning and tracking the tasks behind each visit in our guide to task management for sales teams.

The daily route sheet template

Copy this into a spreadsheet or a Word table. The header carries the rep's name, the date, the territory and, if relevant, the vehicle.

Column	What goes in it	Example
Stop	Order of the visit	4
Customer	Trading name of the account	Pharmacy on Gameat El Dowal St
Address / area	Short address plus a map pin if you have one	Mohandessin
Purpose	Pitch, collection, order follow-up, delivery, repair	Collect September invoice
Planned time	Expected arrival	13:00
Actual arrival	When the rep really got there	13:40
Departure	When the visit ended	14:05
Outcome	Done, partly done, rescheduled, customer closed	Half collected, rest Sunday
Notes	Next appointment or reason for delay	Owner away until 2 pm

At the bottom: planned stops, completed stops, and the supervisor's initials.

For a company vehicle, add two columns, odometer out and odometer in, plus any fuel added. Those numbers settle transport-allowance arguments at month end.

Sales rep route planning in five steps

1. Fix the appointments first. Customers with a booked time go in at that time. Everything else is built around them.
2. Cluster by territory. Going from 6th of October to Nasr City and back is most of a working day lost to traffic. Give each day one territory or two neighbouring ones.
3. Sequence the stops on a map. Google Maps lets you add up to 9 stops in one set of directions, including the final destination, and drag them into a new order; multi-stop routes are not available for public transit, as its Help Center page on multiple destinations explains.
4. Leave slack. Packing a stop into every hour looks productive on paper and fails by noon. Start with a realistic gap based on your own team's history and adjust.
5. Approve before departure. A one-word "approved" from the supervisor turns the plan into a commitment rather than a suggestion.

The weekly journey plan

Reps who see the same accounts every week need sales rep route planning at weekly level too, a journey plan above the daily sheet: a fixed day per territory. For example, Sunday for Dokki and Mohandessin, Monday for Haram and Faisal, Tuesday for Sheikh Zayed and 6th of October. Each daily route sheet is then pulled from that week's plan, and recurring customers never fall between days.

Keep the route inside Egypt's hour limits

A rep whose first stop is at 9 am and last stop at 8 pm may already be outside the law. Three articles of Labour Law No. 14 of 2025 matter when you design a route:

Rule	What the law says	Article
Actual working time	No more than 8 hours a day or 48 a week, excluding meal and rest breaks	117
Rest	At least one hour in total, so no one works more than 5 hours in a row	118
Daily span	No more than 10 hours between the start and end of the working day	119

Build a real break into the sheet after the third or fourth stop. If the route runs past normal hours, Article 121 applies: overtime pay of at least the normal wage plus 35% for daytime hours and 70% for night hours. To keep those hours visible, see our guide to tracking overtime and leave.

The ten-minute evening review

Do not read the whole sheet. Look at three numbers:

1. Completion rate: completed stops divided by planned stops. Two low days in a row usually means the plan is wrong, not the rep.
2. Average lateness against plan: planned time versus actual arrival. If one territory is always late, re-sequence it or give it a lighter day.
3. Carry-overs: every missed stop must appear on another day's sheet, or that customer quietly drops out of coverage.

Log the three numbers in one line per rep. After two weeks you will see patterns by territory that no WhatsApp thread would ever show you.

Mistakes that kill route sheets

• The supervisor writes the plan alone. The rep knows which clinic only opens after noon. Plan together.
• No "actual" columns. Without them the sheet cannot be reviewed.
• "Customer not available" with no detail. Record the time, who you spoke to and the next attempt.
• Weekly paper handover. A review on Thursday cannot fix Sunday.
• Using the sheet as a weapon. The aim is to find lost time, not to punish a rep for a jam on the Ring Road.

Where Yawmy helps with field visits

Yawmy does not draw routes on a map; that is what your map app and the sheet are for. It covers the harder half, proving what happened. The Yawmy website describes:

• Clock-in and clock-out from the iOS or Android app or a Telegram bot, verified by GPS.
• Visit reports that reps submit from their phone, so managers see them during the day.
• Task assignment with completion tracking, such as "collect invoice from account X".

That turns the "actual arrival" and "outcome" columns into records captured on site rather than filled in from memory. For how location checks work for field staff, read our guide to GPS attendance for field teams, and to compare options start with employee attendance software in Egypt.

FAQ

What should a sales rep route plan include?

At minimum: stop order, customer, address and area, visit purpose, planned time, actual arrival, departure, outcome and notes, with a header for rep, date and territory. The two "actual" columns are what make the plan reviewable.

Is there a free sales rep journey planner template?

You can build one in a few minutes from the nine columns in this article, in Excel, Google Sheets or Word. A sheet built around your own visit types fits better than a generic download, and you can add vehicle columns if reps drive company cars.

How many visits should a field sales rep make per day?

There is no universal number; it depends on territory, traffic and visit type. Measure your team's real average from a month of route sheets, set a target close to it, and keep the day within the 8-hour and 10-hour limits in Articles 117 and 119.

Does travel time between customers count as working time?

Travel between customers that the employer assigns during the working day is normally treated as part of that day, but edge cases depend on your contract and work regulations, so take legal advice for them. A route sheet with a clear start and end time makes any overrun visible as overtime.

How do I know a rep actually visited a customer?

Combine three pieces of evidence: the actual time on the route sheet, the visit report, and a location check at arrival. A GPS-verified check-in reduces arguments, but a short daily review with the rep still matters more than any tool.

Written by Nada Hassan, HR-Tech Strategist, Yawmy.

Want to see where every rep checked in today without making a single call? Start with Yawmy for free.