Track leads
Run a pipeline of enquiries from first contact through to a won job, and convert a won lead into a customer.
On this pageBefore you start
Leads are enquiries that have not become a job yet. Track each one through your pipeline, and convert it to a customer, or a customer and a job, once it is won.
Each new lead receives a job number when you save it, such as OR-0042. The number appears in the pipeline and lead details, and you can copy it from the lead details. It stays with the lead if you archive it, and carries across when you create the job.
Before you start
- Your workspace's plan must include the Sales pipeline module. Plans and what each includes shows which plans do.
- Adding, editing, advancing or converting a lead needs the owner, admin, dispatcher or office role. An individual person in any role can also be given a "Leads / CRM" grant to view the pipeline read-only, without being able to change anything in it.
Add a lead
- Open Leads.
- Enter the Company (required), and any of Contact name, Phone, Email, Source and Service you have.
- Select Add lead.
ONYX1 reserves the next job number for the lead at this point. Existing leads created before job numbers were added do not receive a number automatically. When you convert one into a job, the new job gets a fresh number then.
Open a lead to add its Owner (who is chasing it), a Follow-up date, and Notes. Estimated value is visible only to the owner.
Move it through the pipeline
A lead moves through New, Contacted, Proposal sent and Won, or to Lost at any point. Open the lead and select the button for its next stage (for example Mark contacted), or Lost to close it out.
Convert a won lead
Once a lead is Won, select:
- Convert to customer to create the customer record only, or
- Convert + create job to create the customer and a job at the same time, carrying across the company, service and assignee.
The job keeps the lead's number and prefix. Repeating Convert + create job returns the existing job instead of creating another one. If the lead has no reserved number because it predates this feature, conversion allocates a new number at that time.
If the business requires the pre-work safety pack on new jobs, Convert + create job is refused: "This company requires the pre-work safety pack, so a job can’t be created straight from a lead. Use Convert to customer, then create the job from New Job with the pack."
Drafts from a site visit
A draft job captured after a site visit is also a lead, at stage New when it is saved. In the list it is marked Draft, with its title. See Capture a draft job after a site visit. A draft becomes a job through Turn into job on the draft, which keeps its photos and its number. On the lead, a draft shows Turn into job instead of Convert to customer and Convert + create job, and those two are refused for a draft. Moving a draft to Lost is the same as Not going ahead on the draft, and a draft closes as Won when it is turned into a job. Moving it along the stages here does not turn it into a job: use Turn into job.
If something goes wrong
- Company is required. Enter a company name before saving.
- Only business roles can add leads. You need the owner, admin, dispatcher or office role, or a Leads grant to view without editing.
- A number appears to skip. Once a number has been saved, ONYX1 does not reuse it, including when a lead is archived or marked Lost. Gaps are expected when a reserved lead never becomes a job.