Leads Module Overview

Overview

The Leads module helps your team track potential customers from first contact through close. This article walks through creating and managing a lead, tracking activities and to-dos, forecasting revenue, and using the Calendar to stay on top of follow-ups.

Creating a Lead

1. Go to Sales > Leads.
2. Click + SALES LEAD.
3. Enter a Name and click Save. This opens the full lead record so you can fill in the remaining details.

Filling Out Lead Details

On the Overview tab, you can set:

• Category — Use the dropdown, or click + to add a new category on the fly.
• Lead Origin — Where the lead came from. Click + ADD to create a new origin if needed.
• Notes — Free-text field for general context.
• Forecasting — % to Close, Date to Close, Revenue Description, Setup Fee, MRR Fee, and Commission.
• Invoice — Link an existing invoice to the lead, if applicable.
• Status — Choose from Active, On Hold (with a reactivation date), Closed, or Lost.

Linking a Contact

1. Click SEARCH CONTACTS.
2. Search by name, or choose from your Recently Selected list.
3. Select a contact to attach it to the lead.

To remove a linked contact, click the red X on the contact card. This unlinks it immediately, so make sure you have the right contact before confirming any related changes. Click the small building icon next to the contact for a quick summary (email, phone, address, and Customer Number).

Logging Activities

Use the Activities tab to keep a history of calls, emails, or other interactions tied to this lead.

1. Click + HISTORY ITEM.
2. Fill in the Subject, Description, Category, Date, and Times (Duration calculates automatically).
3. Optionally link a Contact.
4. Save the entry.

Tracking To-Dos

Use the ToDos tab on a lead to keep track of next steps.

1. Click + TO DO.
2. Enter a description, assign an owner, set a due date, and mark it as a Milestone if relevant.
3. Click Apply Changes.

Check the box next to a to-do to mark it complete — it will show a strikethrough. To edit or delete a to-do, hover over it to reveal the pencil and trash icons.

Using To-Do Templates

If you find yourself creating the same follow-up tasks for every new lead, save time with a template:

1. Go to Sales > All To Dos > Setup.
2. Click + PRODUCT to create a new template (don't worry — this creates a to-do template, despite the label).
3. Add your checklist items, each with a due-date offset (e.g., 7 days after the template is applied).

To apply a template to a lead, go to the lead's ToDos tab, select your template from the Append Template dropdown, and click APPEND. All items will be added with due dates calculated from that day.

Viewing Your Calendar

Sales > Calendar shows all to-do due dates in one place, color-coded by category.

• Use the Month, Week, or Day buttons to change views.
• Click an event to open and edit the underlying to-do.

Managing Leads in Bulk

From the Leads list, select one or more records using the checkboxes, then use the ACTION dropdown to:

• Close: Marks the selected lead(s) as closed and records today's date as the Closed Date.
• Delete:  Permanently removes the selected lead(s). This cannot be undone, so double-check your selection before confirming.