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User guide › Winning work › Chapter 5

Leads and follow-ups

A lead is an enquiry: someone who called, walked in, messaged or filled a form, and has not yet agreed to work with you. Leads keeps every enquiry with its stage, budget, source and the next follow-up date, so nothing is forgotten.

When a lead agrees, you turn it into a customer and make a quotation. Leads you lose stay on the list as Lost, so the reports can show where good work comes from.

The screens

Leads

Every enquiry, from first call to won or lost.

  1. The cards: open leads, the value of the pipeline, follow-ups due today or earlier, and leads won this month.
  2. Pipeline: how many leads are at each stage (New, Contacted, Site Visit, Proposal, Negotiation, Won, Lost) and their budgets. Tap a stage to see only those leads.
  3. The list: each lead with what they need, their stage, budget and the next follow-up date (in colour when it is due or past).
  4. Search by name, phone or city, or pick a stage. Convert on a row turns the lead into a customer.
  5. New lead at the top right adds an enquiry.
Where in the menu
Pre-sales > Leads
Who can open it
Company Admin, Sales, Viewer
Plan
Every plan
Open it in the sample workspace

Read about this screen: How do I add a new enquiry (lead)? · What do the lead stages mean and how do I move a lead? · The enquiry agreed. How do I turn a lead into a customer? · How do I make sure I follow up every lead on time? · How do I give a lead to a salesperson? · Should I delete a dead lead or mark it Lost?

Adding a lead

The form for a new enquiry.

  1. Lead name is the only thing you must fill in.
  2. Phone, email, where the enquiry came from (referral, Instagram, walk-in) and the budget help you follow up and see later where good work comes from.
  3. Stage starts at New. More details opens the rest: city, the date to follow up on, the requirement, site address, notes and who the lead is given to.
  4. The microphone at the top fills the form as you speak.
Where in the menu
Pre-sales > Leads
Who can open it
Company Admin, Sales, Viewer
Plan
Every plan
Open it in the sample workspace

How to

How to

How do I add a new enquiry (lead)?

Open Leads, press New lead, type the name, phone and where it came from, and save. It joins your pipeline at the New stage.

Where in the menu
Pre-sales > Leads
Who can open it
Company Admin, Sales, Viewer
Plan
Every plan

On screen: Leads

  1. Open Leads and press New lead (or the New button anywhere, then Lead).
  2. Type the lead name and phone. Email, city and site address help later.
  3. Choose the source (referral, Instagram, walk-in and so on) so you can see later which source brings work.
  4. Add a budget and requirement if you know them, and a follow up on date.
  5. Choose Given to if someone else will handle it. They are told in their bell and see it in My work.
  6. Press Save.

Leads can also be added without internet; they are sent when the connection returns. Many leads at once? Use Import & export.

Website enquiry forms can add leads by themselves through the API: Can my website add leads automatically?

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How to

The enquiry agreed. How do I turn a lead into a customer?

Press Convert on the lead's row. A customer record is made from the lead's name, phone, email, city and site address, and the lead is marked Won.

Where in the menu
Pre-sales > Leads
Who can open it
Company Admin, Sales, Viewer
Plan
Every plan
Where in the menu
Pre-sales > Customers
Who can open it
Company Admin, Sales, Project Manager, Accounts, Viewer
Plan
Every plan

On screen: Leads

  1. Open Leads.
  2. Press Convert on the lead's row.

A new customer is made with the lead's name, phone (also used as WhatsApp), email, city and site address, and the requirement goes into the customer's notes. The lead moves to Won and the Convert button disappears.

Next, make their quotation from Customers > Quote on their row, or from New quotation.

You do not have to convert first: typing a new name on a quotation as a walk-in customer adds them to Customers when the quotation is saved.

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How to

How do I make sure I follow up every lead on time?

Give each lead a Follow up on date. Due follow-ups show in My work, in For you today on the dashboard, and in the Follow-ups due count on Leads.

Where in the menu
Pre-sales > Leads
Who can open it
Company Admin, Sales, Viewer
Plan
Every plan
Where in the menu
Dashboard
Who can open it
Company Admin, Sales, Project Manager, Accounts, Employee, Viewer
Plan
Every plan

On screen: Leads My work

  1. When you add or edit a lead, set Follow up on to the day you will call back.
  2. On that day the lead appears in My work and in For you today on the dashboard for the person it is given to.
  3. The Follow-ups due card on Leads counts everything due today or earlier.
  4. After the call, edit the lead: change the stage and set the next follow-up date.

On the Business package, Automation can also remind people when a follow-up date arrives or when a lead has had no update for a number of days.

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How to

How do I give a lead to a salesperson?

Edit the lead and choose the person in Given to. They are told under the bell and see it in My work.

Where in the menu
Pre-sales > Leads
Who can open it
Company Admin, Sales, Viewer
Plan
Every plan

On screen: Leads

Press the pencil on the lead, choose the person in Given to and save. They get a notification under the bell (unless they turned "Given to you" off) and the lead's follow-ups show in their My work.

To hand over all of someone's leads when they leave, filter the list by searching, then change Given to on each.

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Good to know

Explained

What do the lead stages mean and how do I move a lead?

New, Contacted, Site Visit, Proposal, Negotiation, then Won or Lost. Edit the lead and change its stage as the conversation moves.

Where in the menu
Pre-sales > Leads
Who can open it
Company Admin, Sales, Viewer
Plan
Every plan

On screen: Leads

  • New: just came in, nobody has spoken to them yet.
  • Contacted: you have spoken or messaged.
  • Site Visit: a visit to measure or survey is planned or done.
  • Proposal: a quotation has gone out.
  • Negotiation: they are discussing price or scope.
  • Won: they agreed. Converting a lead marks it Won.
  • Lost: they went elsewhere or dropped the plan.

To move a lead, press the pencil on its row, change Stage and save. The Pipeline bar at the top counts leads per stage; tap a stage to see only those leads. Pipeline value adds up the budgets of open leads.

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Quick answer

Should I delete a dead lead or mark it Lost?

Mark it Lost. It drops out of the open pipeline but stays in your numbers, so you can see later how many leads each source loses.

Where in the menu
Pre-sales > Leads
Who can open it
Company Admin, Sales, Viewer
Plan
Every plan

On screen: Leads

Edit the lead and set the stage to Lost. It no longer counts as open or in the pipeline value, and reports by source stay honest.

Delete (the bin on the row) only for duplicates or test entries. Deleting cannot be undone.

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