Leads Management

Required Role: OWNER, EMPLOYEE
Plan Required: STARTER

Capture, manage, and convert leads into customers with Turf Pro Logic's lead management system.

Overview

The Leads Management system helps you track potential customers from initial contact through conversion. You can capture leads manually, through lead forms, and track their status as they move through your sales process.

Getting Started

Before managing leads, you may want to:

• Set up lead forms (see Lead Forms)
• Configure follow-up sequences (see Follow-Up Sequences)
• Review customer management (see Customer Management)

Creating Leads

Step-by-Step: Add a New Lead

1. Navigate to Leads in the sidebar

2. Click "New Lead" or the plus icon

3. Fill in lead information:

• Name: Lead's full name
• Email: Email address
• Phone: Contact phone number
• Address: Property address (if known)
• Source: How you acquired the lead (Referral, Website, Social Media, etc.)
• Status: Current lead status (New, Contacted, Qualified, etc.)
• Notes: Any important information about the lead

4. Click "Save Lead"

Lead Information Fields

• Name: Full name of lead
• Email: Email address for communication
• Phone: Contact phone number
• Address: Property address where service would be provided
• Source: Where the lead came from
• Status: Current stage in your sales process
• Estimated Value: Potential revenue from this lead
• Notes: Free-form notes about the lead

Lead Status

Track leads through your sales process.

Common Lead Statuses

• New: Just captured, not yet contacted
• Contacted: Initial contact made
• Qualified: Lead meets your criteria
• Estimate Sent: Estimate has been sent
• Negotiating: In discussion about pricing/terms
• Converted: Lead became a customer
• Lost: Lead did not convert
• Nurturing: Keeping in touch for future

Changing Lead Status

1. Open the lead detail page

2. Click on status dropdown

3. Select new status

4. Status updates automatically

Converting Leads to Customers

Convert qualified leads into customers.

Step-by-Step: Convert Lead to Customer

1. Open the lead detail page

2. Click "Convert to Customer" button

3. Review lead information:

• Lead details are copied to customer form
• Verify all information is correct

4. Add any additional customer information:

• Company name (if applicable)
• Additional contact information
• Customer tags

5. Click "Create Customer"

6. Lead is converted and marked as "Converted"

7. New customer is created with lead information

What Happens When Converting

• Lead information copied to customer
• Lead status changes to "Converted"
• Customer record created
• You can now create jobs and invoices for this customer
• Lead remains in leads list for reference

Lead Forms

Capture leads automatically through web forms.

Creating Lead Forms

1. Navigate to Leads → Forms

2. Click "New Form"

3. Configure form settings:

• Form Name: Internal name for the form
• Fields: Select which fields to include
• Thank You Message: Message shown after submission
• Redirect URL: Where to redirect after submission

4. Get embed code or share form link

5. Embed on website or share link

Related: See Lead Forms for detailed form creation

Viewing Form Submissions

1. Navigate to Leads → Forms

2. Click on form name

3. View "Submissions" tab

4. See all leads captured through this form

5. Each submission creates a new lead automatically

Managing Leads

Editing Lead Information

1. Open the lead detail page

2. Click "Edit" button

3. Update any fields

4. Click "Save"

Adding Notes

1. Open the lead detail page

2. Scroll to "Notes" section

3. Click "Add Note"

4. Enter note text

5. Notes are timestamped automatically

6. Click "Save"

Deleting Leads

1. Open the lead detail page

2. Click "Delete" button

3. Confirm deletion

4. Note: Only OWNER can typically delete leads

Lead Follow-Up

Keep track of follow-up activities.

Creating Follow-Up Tasks

1. Open the lead detail page

2. Add note with follow-up reminder

3. Or use Follow-Up Sequences for automation

Related: See Follow-Up Sequences for automated follow-up

Sending Estimates to Leads

1. Open the lead detail page

2. Click "Create Estimate"

3. Create estimate as normal

4. Send estimate to lead

5. Lead status can be updated to "Estimate Sent"

Related: See Estimates for estimate creation

Common Tasks

Searching for Leads

1. Go to Leads list page

2. Use search bar at top

3. Type lead name, email, or phone

4. Results filter in real-time

Filtering Leads

Use filter bar to filter by:

• Status
• Source
• Date range
• Assigned to (if using assignments)

Exporting Leads

1. Go to Leads list page

2. Click "Export" button

3. Choose format (CSV, Excel)

4. File downloads with all lead data

Bulk Actions

1. Select multiple leads using checkboxes

2. Choose action from bulk actions menu:

• Change status
• Assign to user
• Delete (if permitted)
• Export selected

Troubleshooting

Lead form not capturing submissions

• Check form code: Verify embed code is correct
• Test form: Submit test submission
• Check form settings: Ensure form is active
• Review submissions: Check if submissions are being created
• Contact support: If issue persists

Can't convert lead to customer

• Check lead information: Ensure required fields are filled
• Verify permissions: Only OWNER and EMPLOYEE can convert
• Refresh page: Try refreshing and converting again
• Check for duplicates: System may prevent duplicate customers

Lead status not updating

• Refresh page: Status may need page refresh
• Check permissions: Verify your role allows status changes
• Try again: Attempt status change again

Can't delete lead

• Check permissions: Only OWNER can typically delete
• Verify lead status: Some leads may be protected
• Check dependencies: Lead may be linked to other records

Form submissions not appearing

• Check form: Verify form is active and configured
• Review submissions tab: Check submissions section
• Wait a moment: Submissions may take a moment to appear
• Test form: Submit test to verify it's working

Related Articles

• Customer Management - Managing customers
• Lead Forms - Creating lead capture forms
• Follow-Up Sequences - Automated follow-up
• Estimates - Creating estimates for leads

Best Practices

1. Capture immediately: Add leads as soon as you get them
2. Use lead forms: Set up forms on your website for automatic capture
3. Track source: Always note where leads come from
4. Update status: Keep lead status current
5. Follow up promptly: Contact leads quickly after capture
6. Add notes: Document all interactions with leads
7. Convert promptly: Convert qualified leads to customers
8. Use sequences: Set up automated follow-up sequences
9. Review regularly: Periodically review and clean up lead list
10. Measure conversion: Track which sources convert best