Leads: Track Prospects from First Contact to Customer (Leads & Estimates)

Last updated July 6, 2026 · Admins and office staff

A lead is a potential customer — someone who called about mowing, filled out your website form, or was referred by a neighbor. The Leads module tracks them from first contact through estimates to conversion, so nothing falls through the cracks. When a lead says yes, one click converts them into a full customer record with their estimates carried over.

Before you start

  • An operator account with access to the Leads menu.
  • Nothing else needs to exist first — a lead is a standalone record. Estimates are added after the lead is created, from the lead’s summary page.

Steps

Create a lead

  1. Go to Leads and click Add Lead.
  2. Fill in the lead details. Only Name is required — everything else is optional and can be added later.
    • Status defaults to New. The options are New, Contacted, Estimate Sent, Won, and Lost.
    • Source is a dropdown on this form (Referral, Website, Google Ads, Yard Sign, Phone Call, Angi). You can leave it on “Select source…”.
    • Notes is a free-text box for first-contact context: property details, requested services, timing, follow-ups.
  3. Click Create Lead. You land on the lead’s summary page with a green “Lead created successfully!” banner.

Work the leads list

The Leads page shows all your leads in a grid with columns for name, email, phone, address, city, status, source, and an Estimates count. From here you can:

  • Search using the search box in the grid toolbar, and filter or sort any column.
  • Export the list to Excel, PDF, or CSV from the toolbar.
  • Mail Merge — the toolbar’s Mail Merge button runs a letter merge on the currently filtered set of leads (up to 5,000 records; you’ll be asked to confirm when merging more than 10).
  • Click any row (or its View button) to open the Lead Summary.

Status badges are color-coded so you can scan the pipeline at a glance: New (gray), Contacted (blue), EstimateSent (amber), Won (green), Lost (red).

Edit a lead (Lead Summary)

The Lead Summary page has three areas:

  • Information tab — every field is editable here, including status. (On this tab, Source is a free-text field, so you can type any value.) Click Update Lead to save.
  • Estimates tab — a table of the lead’s estimates with status, amount, dates, and View / Delete actions, plus a Create Estimate button. The tab header shows the count.
  • Customer tab — appears only after the lead is converted, with a link to the customer profile.

The header also has Create Estimate and (until conversion) Convert to Customer buttons.

Delete a lead

On the Information tab, click Delete Lead and confirm. Two rules apply:

  • A lead with estimates can’t be deleted — you’ll see “Please delete any Estimates from this lead before deleting.” Delete its estimates first (from the Estimates tab).
  • Once a lead is converted to a customer, the Delete Lead button no longer appears.

Convert a lead to a customer

When the lead is ready to become a paying customer, click Convert to Customer in the Lead Summary header. The system:

  1. Creates a customer record from the lead’s name, email, phone, and address.
  2. Marks the lead Won and records the conversion date. A green “This lead has been converted to a customer” banner appears on the lead from then on, with a View Customer link.
  3. Carries the lead’s estimates over to the new customer, so those estimates can later be converted to jobs.
  4. If the lead has a street address, creates a default job site from it (a job site is required before an estimate can become a job).

You’re taken straight to the new customer’s summary page. If you triggered the conversion from an estimate page (see below), you’re returned to that estimate instead.

What happens next

The typical pipeline: add the lead → create one or more estimates (Create an Estimate) → the customer accepts (manually or through the Customer Portal) → convert the lead to a customer → convert the accepted estimate to a job. If an estimate is already Accepted but still attached to an unconverted lead, its summary page shows a Convert Lead to Customer button — clicking it converts the lead and returns you to the estimate so you can immediately convert it to a job.

Tips & best practices

  • Capture the source consistently. It’s how you’ll learn which marketing channels actually bring in work.
  • Keep statuses current (New → Contacted → Estimate Sent → Won/Lost). The color-coded list becomes a real pipeline view only if statuses are maintained.
  • Put an address on the lead before converting. The conversion auto-creates a job site from the address — without one, you’ll need to add a job site manually before converting any estimate to a job.
  • Don’t create a customer manually for an active lead. Convert the lead instead, so its estimates come along and the lead history stays linked.
  • Use the Estimates count column on the list to spot leads that were contacted but never quoted.

Troubleshooting

  • “Lead name is required” — Name is the only required field; fill it in.
  • Can’t delete a lead — it either has estimates (delete those first from the Estimates tab) or it has already been converted (converted leads can’t be deleted).
  • Convert to Customer button is missing — the lead was already converted. Use the View Customer link in the green banner instead.
  • “Lead has already been converted” — someone else converted it first; you’re redirected to the existing customer.
  • Converted the lead but “Convert to Job” on its estimate still seems blocked — make sure the estimate status is Accepted; conversion also requires the estimate to be linked to the customer, which the lead conversion does automatically.

Put it to work in your own account

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