Track leads and follow-up work

1Find the right lead

Open Leads. Use the list search, All Leads or My Leads. My Leads filters by the signed-in assignee before pagination, so its row count covers your matching records across pages.

Click a column heading to sort. Customize selects columns, rows per page and available filters; Views manages saved layouts. Export uses the list's loaded rows. Review the saved-views guide before exporting a complete customer list from a paginated screen.

2Create the opportunity

Choose Create. Enter Lead Name and select the existing Account where applicable. Save to open the new lead and complete its contact information.

Avoid creating a second customer account just because the same customer has another kitchen, bath or project. Use an opportunity name that makes the work easy to recognize.

3Edit the contact and address

In the Contact card, choose Edit. Complete Contact name, Email, Phone, Cell, Phone 2, street and unit, City, State / Province, Postal / ZIP, Country and Address notes. Address notes are for details such as a buzzer, gate or parking instructions. Save and reopen the editor to check the stored details.

The phone and email links open the device's configured calling or mail handler. A separate integrated calling button is available only where that connection is configured. Logging a call in the timeline is a separate action and does not dial the customer.

4Set ownership and estimated value

An unassigned profile offers Claim this lead. Choosing it assigns the lead to you. The profile shows the current assignee, source and time in stage.

Click Set value, or the estimated amount, enter the estimate and press Enter. Escape cancels. Once a linked quote has a positive total, the displayed amount comes from that quote and is marked Q; edit the quote to change its priced value.

5Record notes and completed touches

Under Timeline, choose Note, Call, Email, Text or Meeting. Enter the context and choose Add. A note needs text; the other touch types can be recorded without a note and offer a date for when the activity happened.

These controls record what happened. They do not send an email or text, make a call or create a calendar appointment. Record the method and date accurately so the communication history and outreach counts remain useful.

6Schedule and maintain an appointment

Choose Schedule appointment. Review the linked lead, Title, Activity, Date, Start, End, Status and Notes, then choose Schedule activity. End must be after Start. An empty title is generated from the activity and lead name.

The appointment appears on the lead and on the shop calendar. Open its edit control to revise the time, activity, status or notes; use the shop calendar when you need to remove an appointment. Scheduling an appointment is different from recording a meeting that already happened.

7Move the lead to the correct stage

Choose the stage button that reflects the real sales position. Stage changes are recorded in the timeline and can create follow-up tasks when the destination has automation configured.

Won and Lost behavior follows the stage's kind, even when its name is customized. Moving back into an open stage reopens the lead and clears its terminal timestamp. A sales-stage change is not proof of a customer signature, a sent message, an invoice payment or completed fabrication.

8Create and review the linked quote

In Quotes, choose + Create quote. The new quote is linked to this lead and receives its account plus the entered contact and address block, including email, secondary numbers and address notes. The quote editor opens so you can complete the drawing and pricing.

Return to the lead to see its linked quotes and open the correct one. Check the quote's contact, jobsite, pricing and scope before sending it. Where a quote-created stage is configured, the quote lifecycle can also move the lead's stage.

9Review possible duplicates

A matching email address or phone can produce a Possible duplicate banner. Open the suggested lead and check the customer and opportunity before deciding whether it is the same work.

Merge into this keeps the current lead and deletes the selected source lead after confirmation. Related quotes, emails and history move to the retained lead. The source is removed; merging is not the same as connecting two separate projects to the same account. Review the retained record afterwards.

10Use communication and AI controls deliberately

The Email panel shows associated mailbox conversations and provides Compose. Review the destination, subject, body and any template before sending. Personal inbox conversations and bulk mailbox outreach require the relevant connected-mailbox workflow; they are separate from quote and invoice system delivery.

System emails use the SlabOS mailing engine by default. Gmail or Outlook is used for system emails only when the mailbox is connected and Send system emails as me is enabled. Connecting alone does not switch system delivery.

Recommended Action runs AI only when clicked. It reads the lead's timeline, quotes and email context to suggest a next action; when it returns an email draft, review that draft in the composer. Provider availability can prevent a result. A recommendation or draft does not contact the customer.

11Read and filter the pipeline board

Open Pipeline. Use the available All, My Pipeline and salesperson scopes, search/filter controls and time range. Needs follow-up narrows the board to work needing attention; Hide imports changes whether imported quotes are included. Review the active scope before interpreting counts and totals.

The board brings unquoted leads and quotes together. A lead with a linked quote is represented by the quote card rather than a second cold-lead card. Open a card to inspect its record or use Table View. Review the Won section and the Lost control when a record is no longer in the open columns.

12Maintain stage definitions

Choose Manage Stages on Leads, or Stages on Pipeline, to open Board Settings. In Stages, edit the name, probability and Rot after threshold. The arrow buttons reorder rows. The eye hides or shows a column while retaining its leads.

Add stage creates a new definition. Existing stage kinds are locked. Removing a stage that still holds leads is refused, and the configuration must retain Won and Lost kinds. Save stages, reopen and check the result. A renamed stage keeps the behavior of its kind.

13Customize cards and stage-entry tasks

In Board Settings → Cards, choose the optional card fields and review the sample preview. Save card layout applies the choice to the shop. Fields without data do not display; an explicitly empty selection stays empty when reopened.

In Automation, add a task to the intended open stage. Enter its title and day offset; {{lead.name}} inserts the lead's name. Save the automation. Entering that stage creates the configured task for the lead owner, with the acting user as fallback. Re-entering a stage can create another task, so check the task list before moving a card just to trigger automation.

14Review follow-ups and outreach

Use the available Follow-ups, Statistics and Company Health tabs to review the next actions and sales picture for the selected scope and dates. Open the underlying record to verify the source of a figure.

Owner users can open Outreach from Leads to review recorded touch activity by user and time window. Email leads is a separate bulk-outreach action: inspect the selected recipients and merge fields before sending. A filtered list or a recorded email touch does not prove that an email was delivered.

15Remove an unused lead carefully

Choose Delete lead only after checking the opportunity and confirmation. Previously created quotes are kept when the lead is deleted. Review any linked records or follow-up work before removing the lead; deleting a lead is not a way to cancel its quote or reverse a payment.