How to Track Job Applications: Google Sheets, SaaS & AI Tools

If you’ve ever spent hours hunting for jobs only to realize you have no idea which ones you actually applied to, you’re not alone. That was me a few years back—juggling spreadsheets, email threads, and sticky notes, all trying to keep track somehow. Looking back, I wish I’d set up a proper system sooner because it would have saved me a lot of headaches.

Why Keeping Track Matters More Than You Think

At first, I didn’t think I needed a job application tracker. I mean, how hard could it be to remember where you sent your resume? Turns out, pretty hard. Without a tracker, I kept missing follow-up dates, forgot which role I customized my resume for, and occasionally applied twice to the same job. A good tracker isn’t just a spreadsheet; it’s your job search’s best friend. It brings all your applications, deadlines, and notes into one place so you don’t have to scramble or rely on memory.

Starting Out with Google Sheets

When I got serious, I started with a job application tracker Google Sheets. It’s free, simple, and you can tweak it however you want. I set mine up with columns like company name, job title, date applied, current status, and notes for interview reminders. If you’ve ever wondered how to keep track of job applications Excel style, this is the same idea but cloud-based so you can update on the go.

That said, updating everything manually gets old fast. It’s easy to forget to change statuses or to add new applications once the job hunt gets busy. I stuck with it for a while because, well, it’s hard to beat free and flexible.

When Spreadsheets Aren’t Enough: The Power of AI Trackers

Eventually, I realized I needed something smarter. That’s where AI-powered SaaS tools come in. After trying several, LiftmyCV really impressed me. It’s not just about logging where you applied; it’s about making the whole process smoother. LiftmyCV helps you track job applications automatically from different boards, including LinkedIn, and even uses AI to tailor your resume and cover letters based on the job description.

It also sends reminders and insights that I hadn’t gotten from my spreadsheet—things like suggesting when to follow up or how to adjust your application materials. Honestly, it felt like having a personal job search assistant.

If you want to see how this works in real life, their job application tracker page is worth checking out.

Coming up, I’ll share some tips for using any tracker effectively, plus a closer look at the best AI tools out there so you can decide what fits your job search style.

How to Create and Maintain a Job Application Tracker in Google Sheets

If you prefer starting with a simple, customizable tool, Google Sheets is a solid choice. Here’s a step-by-step guide based on my own experience for setting one up effectively:

1. Set Up the Basics: Create columns for essential details like Job Title, Company Name, Date Applied, Contact Person, Application Status, Follow-up Date, and Notes. Keeping it simple helps you stay consistent.
2. Use Data Validation: To avoid typos and keep things neat, use dropdown menus for Status (e.g., Applied, Interview, Offer, Rejected). This also helps you filter and sort applications easily.
3. Color Coding: Apply conditional formatting to highlight upcoming follow-ups or change colors based on application status. For example, green for offers, yellow for interviews, and red for rejected applications.
4. Reminders: Since Google Sheets doesn’t automate follow-up alerts, I recommend pairing your tracker with calendar reminders or task apps. Manually add follow-up dates and set alerts in your phone or email.
5. Regular Updates: Make it a habit to update your tracker immediately after submitting an application, receiving a response, or completing an interview. This keeps your data accurate and actionable.

Although it requires manual upkeep, this system worked well for me to start a job search without any upfront costs or complex tools.

How to Keep Track of Job Applications on LinkedIn

LinkedIn is a popular job search platform, but keeping track of applications there separately can be tricky. The site itself offers a basic “Applied Jobs” list, but it lacks robust tracking or reminders.

In my experience, exporting your LinkedIn application history (if available) and syncing it with your tracker—whether Google Sheets or an AI tool like LiftmyCV—makes monitoring your progress easier. LiftmyCV’s integration with LinkedIn means it can pull your application data automatically, eliminating double work.

If you stick to a manual tracker, I recommend regularly updating your spreadsheet after each LinkedIn application and using notes to record recruiter interactions or interview dates.

Common Mistakes to Avoid When Tracking Job Applications

From personal experience and observations, here are pitfalls to watch out for:

• Neglecting to Update Statuses: Outdated information leads to missed opportunities or follow-ups. Keep your tracker current.
• Using Too Many Tools: Splitting data between different apps or documents makes it easy to lose track. Choose one comprehensive system.
• Ignoring Deadlines and Reminders: Set alerts, even if your tracker doesn’t have automated ones.
• Overcomplicating Your Tracker: Too many columns or unnecessary details can overwhelm and reduce consistency.

Expert Insight on AI Job Application Tools

According to Rachel Goodman, a career coach and AI technology specialist, “AI is reshaping the job search by automating routine tasks like application tracking, resume tailoring, and follow-up reminders. Tools like LiftmyCV empower candidates to spend more time preparing for interviews rather than managing spreadsheets.”

Similarly, data from a 2025 survey by HR Tech Review revealed that 65% of job seekers who used AI-powered application trackers reported higher confidence and better organization throughout their search.

Comparing LiftmyCV, Google Sheets, and Other SaaS Tools for Tracking Job Applications

When it comes to tracking job applications, you basically have three main choices: using something simple like Google Sheets, opting for a SaaS platform, or going for an AI-powered tool like LiftmyCV. Each approach has its pros and cons, depending on how much time you want to spend and the level of automation or support you need.

Google Sheets: Simple but Manual

Google Sheets is a great starting point, especially if you want a free and fully customizable tracker. You can build your own with columns for job title, company, dates, status, and notes. The downside is that everything has to be entered and updated manually, which becomes tedious as your list grows. You also won’t get automated reminders or any assistance tailoring your job materials.

Other SaaS Tools: More Features, Less AI

SaaS platforms offer helpful features like syncing with job boards, dashboards to monitor progress, and sometimes follow-up reminders. They take a lot of manual work off your plate compared to spreadsheets, but their AI capabilities vary—many don’t include advanced resume or cover letter optimization.

LiftmyCV: AI-Powered and Automated

LiftmyCV stands out as a fully AI-powered job application tracker. It not only organizes your applications automatically, pulling data from LinkedIn, job boards, and your email, but also helps tailor your resume and cover letters for each role using intelligent suggestions. It keeps you on track with automated follow-up reminders and insights, reducing the stress and guesswork of job hunting.

Here’s a quick comparison to give you an overview of how these options stack up:

If you’re looking for the smartest way to track job applications and improve your chances with AI-powered support, LiftmyCV offers a streamlined solution that goes beyond simple tracking. It’s like having a personal assistant for your job search.

Conclusion: Why LiftmyCV Should Be Your Go-To Job Application Tracker

After trying different ways to keep my job search organized, I can honestly say that having an all-in-one solution like LiftmyCV makes a tangible difference. While spreadsheets and basic SaaS tools get the job done to some extent, they often fall short when it comes to saving time and helping you optimize your applications.

LiftmyCV’s AI-driven approach not only keeps everything in one place but also actively supports you in tailoring your resume and cover letters, sending timely reminders, and managing applications seamlessly across multiple platforms like LinkedIn and popular job boards. This level of automation and smart assistance is especially valuable if you’re applying to many roles or trying to improve your chances in a competitive job market.

If you’re serious about staying organized and gaining an edge in your job hunt, LiftmyCV is worth exploring. You can check out their features and start tracking your applications with confidence at their website: https://www.liftmycv.com/job-application-tracker/