Watch: Leads & Deals
1:08What this is
Leads & Deals is where you track sales work that hasn't turned into a booked job yet: a prospect who called about a festival, a contractor who wants a price for a new subdivision, a homeowner who needs a tank pumped next month.
Where: Sales in the sidebar (the page is titled Leads & Deals). Switch between the two with the Leads and Deals toggle at the top.
---
Who can use it
Leads & Deals is included on every plan, starting with Starter. Everyone on your office team sees it in the sidebar.
---
The leads board
Each column is a stage in a pipeline and each card is a lead. Drag a card to another column to move it to that stage. Each column shows how many leads it holds and their total value.
Above the board:
The numbers across the top
Follow-up tasks
When there are open lead tasks, a link at the top reads N open lead tasks, with a red N overdue when any are past due. Click it to jump to a lead with an open task.
Filters
Clear all resets them. On a phone, the filters open from Filters.
Adding, importing and exporting leads
---
One lead's page
Click a lead card to open its page.
Stages
The stage path across the top shows where the lead is. Click a later stage to move the lead forward (you'll be asked to confirm with Move Lead Stage?), or click Mark Stage Complete to move it to the next stage. Only future stages can be picked here; to move a lead backward, drag its card on the board.
The facts
Estimated Value, Lead Rating, Lead Source, Next Follow-up, Lead Owner and Last Activity, plus the company, contact, email, phone, website and service address. Open the address in Apple Maps, Google Maps or Waze from the map button.
If the person who owned a lead has left your team, the owner reads Former team member. Edit the lead to give it a new owner.
Tabs
Activity, Notes, Quote, Contact, Sites, Files and Tasks. Activity is the lead's timeline: quotes, notes, contact edits, stage changes and communications appear there automatically, each with who did it.
Actions
---
Converting a lead into a customer
When the lead says yes, click Convert to Customer. A lead needs at least a company name or a contact name first.
Choose one:
Click Yes, Convert. The lead becomes an active customer, and its notes, tasks, quotes and contacts move to the new customer record. PortaPro then offers Create Quote, using the lead's estimated value as a starting point, or Not now to go straight to the customer.
A converted lead is read-only and appears under Converted Leads.
Marking a lead lost
In a lead's side panel on the board, Mark Closed Lost asks for a reason (Price, Timing, Competitor, No Response, Not a Fit or Other) and optional details. The lead moves to Closed Lost Leads. Reopen Lead brings it back to active leads.
---
Deals
Switch to Deals for opportunities with customers you already have.
New Deal asks you to pick the customer first, then fill in Deal Name, Pipeline, Stage, Estimated Value, Expected Close, Source, Owner and Notes. You can also start a deal from the customer's own Pipeline tab.
A deal's page works like a lead's: the same tabs, Send Email, Sequence and Add Note, and Edit Deal and Delete Deal in the menu.
---
Pipelines and stages
Leads and deals each have their own pipelines. Open the pipeline picker and click the edit icon beside a pipeline to change it, or New Pipeline to add one.
A pipeline can also be deleted from the same sheet (Delete pipeline?).
---
---