Work Leads on the Pipeline

Leads live under Sales and BillingLeads. The Board view shows every open lead as a card in its stage; the List view is the same leads as rows with search, status, and archive filters. The toggle remembers your choice on this browser.

The stages

Rename any of these, or add up to two stages of your own, with Edit stages at the top of the board (company admins and office managers). Custom stages sit wherever you place them in the funnel; a custom stage that still holds leads cannot be removed until you move them.

1. 1

   Move a lead

   On the board, drag the card to its new column. Dropping into For Later asks for the reminder date. In the list or the detail panel, use the Status list instead — both do the same thing.

2. 2

   Open a lead

   Click a card and its details slide in over the board; close them with the X, the backdrop, or Escape. In the List view the same details sit beside the list. Create Lead takes an optional Owner and Estimated value up front.

3. 3

   Give it an owner and a value

   Open the lead. Owner is the teammate working it (their initials show on the card). Estimated value is what the job is worth if you win it; the column header adds these up so you can see what each stage is holding.

4. 4

   Tag it

   Tags use the same list as customers and sites and carry over when you convert, so "gate code", "commercial", or "referral" follows the person.

5. 5

   Keep the story

   Activity under the lead lists everything that happened — stage moves, owner changes, quotes sent, viewed, and approved, follow-up steps that went out, receptionist calls — and lets you add a dated note with Add. The single Internal note above it is the pinned summary; the timeline is the history.

6. 6

   Quote them

   Convert & Quote creates the customer and opens a new quote with the customer and the lead already filled in. If the lead is already a customer, the button reads New Quote. Sending that quote moves the lead to Quoted and, with Sales Pipeline, starts the quote follow-up sequence in place of the lead nurture.

Duplicates and notifications

• A website form or a call from an email or phone you already have an open lead for does not create a second lead: the existing one gets the new message on its Activity and the office is told they reached out again. Closed leads (Converted, Lost, Spam) do not count, so an old prospect coming back is a new lead.
• Adding a lead by hand with a phone or email that is already open shows the existing lead with Open existing lead and Create anyway.
• A lead whose email or phone matches an existing customer shows Their email or phone matches an existing customer with View customer and Quote them.
• A website lead who ticked the text-me box, or a caller who told the receptionist it is okay to text them, arrives with text consent already recorded; you can see it on the lead's Agreed to receive text messages box.
• Website and receptionist leads notify office staff on the bell and by push to the field app (per each person's notification settings); tapping the notification opens the lead, where the number is tap-to-call.

What the card tells you

• Waiting 3 hours / 2 days on a New card: nobody has moved this lead since it arrived. Amber after a day, red after three.
• The owner's initials, the estimated value, and up to three tags.
• Columns show up to 60 cards each; the count in the header is the true total, and the rest are in the List view.
• Closed, last 90 days along the bottom counts Converted, Lost, and Spam; click one to open that list.

Verify it worked

Drag a New lead to Contacted - Missed. The card lands in that column, the badge in the detail panel changes, and the top entry under Activity reads "Moved from New to Contacted - Missed" with your name.

If something is off