The Button Bar displays custom stage filter buttons at the top, followed by blue text filter options below. Unlike Quotes and Jobs modules which have hard-coded buttons, the Leads module allows you to create fully customizable stage filter buttons via Company Preferences. The Leads module does NOT have a toggle feature like Quotes or Jobs.

Setting Up Custom Stages: Navigate to Gear icon → Company Preferences → Leads → Stage Labels. Enter your stages exactly as you want them to appear (press Enter between each stage). The first 5 stages display as filter buttons at the top of the Button Bar. Complete setup in Categories module.

Quick search functionality allows you to find leads by name, company, phone, email, or address.

Advanced filtering provides powerful search capabilities to segment your "Leads" by multiple criteria. Use the "Advanced Filter" panel to search by any combination of fields, dates, and status checkboxes.

Quick access to common lead management tasks and bulk operations.

The Contact Information section displays and allows editing of all prospect details.

Track lead progress through your sales pipeline using customizable stages. Stages are displayed as a dropdown selector on the right side of the lead record.

Example Stages: "New Lead" → "Attempted Contact" → "Left Voicemail" → "Needs Callback" → "Quote Sent" → "Follow-up Required"

Track where each lead originated to measure marketing effectiveness and ROI. Lead sources can be captured automatically or assigned manually.

Assign "Leads" to team members for follow-up and tracking. Use the "Assigned" section to add TRUE users to the "Lead" record.

Track important dates associated with each "Lead" record.

Bottom left corner checkboxes for marketing and display purposes.

Bottom right corner buttons provide quick access to lead management features.

The "Notify Lead" button located in the selected "Lead" record provides quick access to email and text communication options.

Schedule appointments, site visits, or follow-up calls directly from lead records. Schedules integrate with Calendar module for visibility.

The most common method for capturing leads while a potential customer is on the phone. This workflow includes duplicate checking to prevent duplicate contacts.

1. Navigate to Leads module by clicking the "Leads" button in top navigation
2. Click the plus icon to open New Contact Wizard
3. Enter contact information: First name, last name, company, job title, phone, or email
4. Enter street address - autofill functionality will load complete address
5. Click blue Search button - system searches for potential duplicates
6. Review matching contacts displayed in matching contact section
7. Decision: Click "Add New Contact" (green button) to create new lead, OR select existing contact if duplicate found

Quick lead creation method available from anywhere in the system. Perfect for capturing leads while working in other modules.

1. Click green "New" button (top right corner of system)
2. Select "Lead" from dropdown menu
3. Follow same New Contact Wizard process as Method 1

When to Use: Anywhere in the jobs workflow when you need to quickly capture a new lead without navigating to Leads module first.

Automatically capture leads from your website contact forms without manual data entry. System scrapes web form emails and creates lead records automatically.

Setup Required: Contact TRUE support to configure web form integration with your website.

Import multiple leads at once from spreadsheets or other systems. Perfect for trade show lists, purchased leads, or data migration.

1. Go to Leads module
2. Click gear icon on right side of screen
3. Download CSV template to see required format
4. Populate CSV template with your lead data
5. Click "Import Records" button in same location
6. Select your CSV file and confirm import

When a "Lead" is ready for an estimate, convert it to a "Quote". This process upgrades the "Lead" and creates proper "Client" records (Clients module).

1. Select the Lead: Click the "Lead" from "Leads" (module)
2. Click "New" Button: Click "New" button and select "Quote"
3. Choose client record option:
   • New: Create new client (most common for new customers)
   • Select: Choose existing client if they're already in system
   • Skip: Add client information later
4. Duplicate Prevention: System automatically searches Clients module for matches. If matches found, warning appears: "There appears to be a client that matches..." System recommends using Select feature. Can override and create duplicate by clicking "New"
5. Complete quote creation with project details

When a contact is not a valid sales opportunity, mark them as "Not a Lead" to remove them from active lead list while preserving the contact record.

How to Mark as Not a Lead:

• Method 1: Click hamburger icon → "Not a Lead" button
• Method 2: Select lead → Options button → "Not a Lead" tile

A Lead is a Contact record flagged as a potential sales opportunity that needs follow-up. Important clarifications:

• A Lead does NOT mean you have reached out to them yet
• A Lead does NOT mean you have provided them a Quote
• When you upgrade a Lead to a Quote or use Options > Not A Lead button, the Lead flag is removed from the Contact record
• The Contact record remains in the Contacts module but no longer appears in the Leads module

The New Contact Wizard appears when you click New > Lead button or the + icon in the Leads module. This wizard helps prevent duplicate Contact records by searching for existing contacts before creating new ones.

1. Enter contact information (name, company, phone, email, address)
2. Click the blue Search button in the New Contact Wizard
3. System displays potential matches based on last name, company, phone, email, or address
4. Review the Matching Contacts section carefully
5. If match found, select existing Contact record instead of creating duplicate (using existing Contact record will also pull historical sales notes and activities, providing valuable context for follow-up)
6. If no match, click green Add New Contact button to create new Lead

Web form integration requires configuration by TRUE support. The system can scrape web form formatted emails and automatically map fields to create lead records. Contact TRUE support to set up the integration between your website forms and TRUE CRM. Once configured, leads from your website will automatically appear in the Leads module with the correct stage and assigned users.

Always download the CSV template from the Leads module to ensure correct formatting.

1. Click Gear icon in Leads module
2. Click CSV Template to get correct column headers and format
3. Populate template with your data using common fields: First Name, Last Name, Company, Phone, Email, Address, City, State, Zip, Lead Source, and Custom Fields
4. Import using Import Records button in Gear menu

Update contact information for Lead records to ensure accurate communication and record keeping.

Lead sources can be captured automatically through web form integrations and partner CRM systems. To manually assign a source, click the pencil icon to add new sources, then use the dropdown to assign the source to the lead. To search and report on sources, use advanced filter in Leads module to search by source, and click the PDF icon for source conversion reports. Common sources include: Website Form, Phone Call, Referral, Trade Show, Social Media, Paid Advertising.

Assign Leads to team members for follow-up and tracking. Assigned users automatically receive alert notifications and can filter their assigned Leads using the My Leads filter button.

1. Click Leads in top navigation
2. Click the Lead you want to assign
3. Find the Assigned section in the selected Lead record
4. Click the + icon in the Assigned section
5. Select the team member from the dropdown list
6. Add multiple users by repeating steps 4-5
7. Click Due Date field to trigger follow-up reminders for assigned users (alert timing configurable in Company Preferences: 0 = alert on due day, 1 = alert one day before)

When you set a due date on a lead, the system triggers an alert notification when that date is reached. The alert timing is configurable in Company Preferences. Set to 0 to receive the alert on the follow-up day itself, or set to 1 (or higher) to receive the alert one day (or more) before. When the alert is triggered, assigned users receive notifications and can take actions like entering notes, adjusting stage, reviewing files, or recording updates.

Convert a Lead to a Quote when the prospect is ready for a formal estimate or proposal. This typically happens after initial qualification, determination that the project matches your services, and when you're ready to provide detailed pricing.

We recommend converting when:

• Scheduling an onsite visit or appointment (to access better scheduling and task features in Quotes module)
• Customer requests formal estimate or proposal
• After initial qualification confirms project fit
• When you need detailed estimating with line items
• Ready to send professional proposal to customer

After conversion: Lead no longer appears in Leads module, record upgraded to Quote in Quotes module, creates proper Client record, and all files/notes/history are preserved.

When converting a lead to a quote, you'll choose whether to create a new client record, select an existing client, or skip client creation. The system automatically searches for matching clients to prevent duplicates. Once converted: the lead no longer appears in Leads module, it's upgraded to a quote in Quotes module, contact information carries over as point of contact, a client record is created based on lead information, and all files, notes, and history are preserved.

Mark a Contact as "Not A Lead" when the opportunity is not a fit or will not result in a Quote.

Common Reasons:

• Customer's desired services don't match what your company offers
• Not someone you would provide Quote/estimate to
• Contact is for reference only, not a sales opportunity
• Lead disqualified during qualification process

Leads disappear from the Leads module when they are converted to a quote or marked as "Not a Lead". This is by design - the contact record still exists in your system but is no longer flagged as an active lead. If converted to a quote, find the record in the Quotes module. If marked as "Not a Lead", the contact remains in your Contacts/Clients database for reference. The lead lifecycle is: Contact Record → Lead (appears in Leads module) → Quote or Not a Lead (removed from Leads module).

Configure custom Stage options to match your sales workflow. Custom stages appear as filter buttons in the Leads module and help organize Leads by position in your sales pipeline.

Design stages that match your actual sales process. Examples of custom stages:

Use Advanced Filter to search Leads by multiple criteria simultaneously for targeted list management.

Configure Lead-specific settings in Company Preferences to customize module behavior.

Access permissions control who can view, edit, and manage Leads. Configure in user role settings.

Available Access IDs:

Set up email templates for Leads to ensure consistent communication and save time when contacting prospects. Templates support merge fields for automatic population of contact information.

1. Click Gear icon in top navigation
2. Select Company Preferences from menu
3. Find and click Email Templates section
4. Click the + icon to create new template
5. In the Module field dropdown, select Leads
6. Give template descriptive name (e.g., "Initial Contact", "Follow-Up", "Quote Delivery")
7. Write email content with merge fields for contact info
8. Click Save button to store template for future use

Send professional emails to Leads using pre-configured templates with automatic merge field population.

1. Click Leads in top navigation
2. Click the Lead you want to email
3. Click Notify Lead button in the selected Lead record
4. Click Email button
5. Click email template field to access stored templates
6. System automatically loads contact name, address, phone, etc.
7. Edit email content as needed
8. Click Send button

Yes, if you have the TRUE Messages module enabled. Click "Notify Lead" button, then click "Text" button. You can use message templates for consistent communication. TRUE Messages allows you to send SMS text messages both internally to team members and externally to customers. This is particularly useful for quick follow-ups, appointment reminders, or time-sensitive communications with leads.

Email capture works in the Leads module using two methods:

Schedule appointments, site visits, or follow-up calls directly from Lead records. Schedules integrate with Calendar module for visibility.

1. Navigate to the Lead record
2. Click the New button in the selected Lead record
3. Choose Schedule from the dropdown menu
4. System automatically populates contact info and address
5. Enter description (visible in Calendar and Schedule modules)
6. Select status (e.g., "Estimating", "Appointments") for organization and color coding
7. Assign estimator, sales rep, or field tech as a resource (grants access via TRUE Field or TRUE Time)
8. Enter appointment date and time
9. Click Save button - schedule remains when Lead is upgraded to Quote

You can create schedules from both Leads and Quotes, but we recommend creating schedules from the Quote record.

Why create from Quote:

• Creating a schedule from Quote mimics the estimating process
• If scheduling onsite visit or time to provide an estimate, this is the beginning of the Quote process
• Provides accurate sales metrics by tracking from Quote stage
• Better aligns with workflow: Quote falls through = archive/reject, Quote approved = upgrade to Job

Attach files to Lead records using drag & drop or file browser methods. All files remain attached when the Lead is upgraded to a Quote or Job.

Upload virtually any file type to Lead records.

Supported File Types:

• Photos: JPG, PNG, HEIC
• Documents: PDF, Word, Excel
• Business cards (scanned images)
• Drawings and plans
• Specifications
• Contracts
• Notes
• Presentations

Common Uses:

• Upload photos of business cards for reference
• Attach site photos
• Store product specifications the customer requested
• Keep proposal drafts organized with the Lead

TRUE CRM integrates with various lead vendor and partner CRM systems to automate Lead creation.

Integration Capabilities:

• Automatically capture lead source information
• Create Lead records without manual entry
• Populate custom fields with industry-specific data
• Web form integrations automatically scrape form submissions from your website

Yes, use Attributes to create custom fields for Leads. Attributes automatically map to custom fields and can be filled out via web forms. Created attributes become searchable in the Leads module and carry over when upgrading to Quote/Job.

The Leads module provides three PDF reports based on your current filtered data.

Track conversion rates using the Quote Ratio field in the Summary mode of the Jobs workflow. This shows the percentage of Leads upgraded to Quotes vs marked as Not A Lead.