Adding & Managing Leads

This article covers:

• The Sales kanban board and pipeline stages: New Lead, Discovery, Quote, Fee For Service, Contract
• Adding a new lead with the Add Lead button
• The lead record: Home (Activity log), Files, Proposals, Selections tabs
• Sub-tabs inside Selections: Tender Upgrades, Building Specs, Colour Selections, Purchase Orders, Variations, Management (Scheduling, - Daily Logs, Site Checklists, Maintenance), Financials (Invoices, Bills), Reports
• The Activity feed and Calendar panel on the right-hand side
• Filtering the kanban by Salesperson

Step-by-step guide

1. Open the Sales module Click Sales in the left-hand menu. You will see the kanban board showing all leads grouped by pipeline stage.
2. Add a new lead Click the Add Lead button in the New Lead column. Enter the client's name, address (Lot number, street, suburb, state, postcode), and assign a salesperson.
3. Open a lead record Click any lead card on the kanban. The record opens with tabs across the top: Activity, Notes, Emails, Calls, Tasks, Meetings, RFIs.
4. Log activity Use the Activity tab to see a full chronological log of all actions on the lead — stage changes, meetings scheduled, purchase order generation, invoice generation, and tender approvals.
5. Upload files Click Files in the left sub-menu. Files are organised into folders: Sales, Council, Council & Certifier Documents, Client Final Signed Docs, Reports & Insurance, Final Plans, Specification & Colours Selections, Supplier Quotes, Approved Variations, Photo's & Video's, Handover Documents, Maintenance, Trash. Drag and drop files to upload or click into a folder first.
6. Move the lead along the pipeline To advance a lead's stage, open the lead and change the Job Stage field, or drag the card on the kanban board to the next column. The Activity log records every stage change automatically.

Note: The lead's APM job number (e.g. APM-0004) is automatically assigned when the JobCard moves into the Fee For Service stage. Once assigned, the job number never changes and is used across all documents, purchase orders, and invoices for that job.