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Build a lead tracking app
Put inquiries from your web form, calls, events and referrals in one list with their source. Give each open lead a stage, an owner and a dated next step, and record why it was won or lost.
Built around a purpose
Every inquiry in one list, with its source and its next step.
For small businesses where inquiries arrive through several doors and more than one person follows up. That might be an installer answering quote requests, a private school's admissions office answering parents, or a design studio working through referrals. Today the leads usually sit in an inbox, a shared spreadsheet and someone's phone.
For illustration: a residential solar and battery installer in Riverside, California, with two sales consultants and an office manager. Inquiries come from the website's quote form, phone calls the office manager notes on a pad, sign-up cards from a booth at two spring home shows, and referrals from past customers and a local roofing contractor. All of it ends up in a shared spreadsheet where the Source column is often blank, so nobody can say which home show was worth the booth.
One lead list for every channel, where each inquiry carries how it arrived and where the person heard of you. Every open lead has a stage, a consultant and a dated next step. The office manager starts the day from the not-yet-contacted list, and each quarter shows how many leads, surveys and signed jobs each home show and referral partner produced.
Saving each quote request as a record, consultant sign-in and any email the app sends are backend capabilities, so this is an app with data. A one-page site can show your services but can't keep the leads a form collects. An agent that sorts inquiries, covered in the questions below, adds model usage, which is metered separately. Build and preview it on any plan. Putting it live needs Go or Pro. See pricing
Name every door an inquiry comes through
List each way an inquiry reaches you and who records it: the quote form, calls the office manager takes, show cards, and referrals passed on in person. Then split what the old Source column mixed up: how the inquiry arrived, which decides who answers, and where the person first heard of you, which tells you what earned the lead.
Give calls and show cards one quick-add form
Describe a staff form with the public form's fields: name, phone, email, street address, and interest in solar, a battery or both. Where they heard of you is required here, as a fixed list (Home show, Referral, Roofing partner, Online search, Other) with a detail line for the show or the referrer. Show cards go in the evening of each show day.
Define stages by what the homeowner has done
Use stages that a homeowner's action moves: New, Contacted, Survey booked, Proposal sent, Signed, Lost. Contacted means you spoke or they replied, not that you left a voicemail. Survey booked needs an agreed date. Leave out stages such as Warm or Hot. They record how a consultant feels about a lead, and they can't show you where leads stall.
Attach a dated next step to every open lead
Every lead that isn't Signed or Lost holds a next step, a date and a consultant. Ask in Studio for each stage change to prompt for the next one, so moving a lead to Proposal sent also sets the day to call about it.
Close each lead with a reason and a revisit date
A signed lead records what was sold and moves to the customer list your installation schedule starts from. A lost lead needs a reason from a short list: price, financing, roof needs replacing first, chose another installer, or no reply. An optional revisit date brings a homeowner who is re-roofing next spring back onto a list when that date arrives.
Count each source's leads, surveys and signatures
Each quarter, count leads, surveys booked, proposals and signed jobs per source and detail, so the two home shows and the roofer's referrals sit side by side. Read the lost reasons beside them. A show whose leads stop at financing needs a different answer from one whose leads never reply.
Scope the first version
What a first version includes.
Public quote form
Name, phone, email, street address, interest and where they heard of you. Each submission becomes a lead marked as arriving by web form, and the homeowner sees what happens next.
Quick-add for calls and cards
The same fields for staff, with the source required. It opens in a browser, including on a phone, so a consultant can add a lead at the booth.
Lead record
Contact details, arrival channel, source and detail, stage, consultant and next step, above a dated log of calls, messages and visits with the survey photos and the proposal attached.
Pipeline by stage
Open leads grouped by stage for each consultant, with the count in each stage and the age of the oldest lead there.
Follow-up lists
New leads with no logged contact, oldest first, and each consultant's next steps due today or earlier, with the last log entry beside each one.
Closed leads and revisits
Signed and lost leads with their close date and reason, and a list of lost leads whose revisit date has arrived.
Source count
Leads, surveys, proposals and signed jobs per source and detail for a quarter you pick, with each source's lost reasons.
Test it in the preview
Before you share it.
- On a phone, submit the quote form as a homeowner who met you at one of the spring home shows. The lead should arrive by web form, with Home show and the show's name as its source, and appear on the not-yet-contacted list.
- Save a phone inquiry through quick-add with no source. It should be refused, with the missing field named.
- Try three saves that should fail: Survey booked with no survey date, Proposal sent with no next step, and Lost with no reason. If one saves, describe the rule again in Studio and test again.
- Mark a test lead Lost with the reason roof needs replacing first and a revisit date of today. It should appear on the revisit list with its source and log intact.
- Decide your match rule first, such as the same street address. Then enter one household twice: from the web form with an email, and from a show card with a phone number and that street address. The second entry should be flagged for review, and the record you keep should hold the first source and log the second.
- Lead records hold home addresses and phone numbers. Sign in as one consultant and compare what they can open and change with the access you describe for each collection. Signed out, a lead's link should open nothing.
Together in your app cloud
The pieces behind the possibility.
Choose the models and services that support the experience you want to create.
Database
Keep data and context for apps and agents
Authentication
Give the right people access
Email
Keep conversations moving
File storage
A home for your documents and media
Shape the details
Make it work for your world.
- Record the source when the lead arrives, not when it closes. By then nobody remembers whether a homeowner first met you at the March show or through the roofer. If the same household returns through a second channel, keep the first source for the count and note the second in the log.
- Write down what no reply means, such as three attempts by phone and email over two weeks, then Lost with the reason no reply. Without that rule, dead leads stay open and bury the homeowners worth calling back.
- Agree on a target for the first call, such as the same business day, and check the oldest not-yet-contacted lead against it each morning. If leads keep missing it, decide who covers new leads while both consultants are out on surveys.
- When a homeowner asks not to be contacted, mark the lead Do not contact instead of deleting it, so next spring's show cards don't bring the household back as a new lead.
A little more context
Good questions.
Do I need a CRM, or is a lead tracker enough?
A lead tracker covers the stretch from first inquiry to signed or lost: where the lead came from, its stage and its next step. Once someone signs, the ongoing work is client management, which the guide below picks up. If your leads sit in a spreadsheet now, the Excel link below covers importing it. An upload is a snapshot, so pick a day after which new leads go only into the app.
How do I track where leads come from?
Ask every lead where they first heard of you, as a fixed list with a detail line, and require it on the staff quick-add form. Give each campaign its own landing page and a source value of its own, then submit a test lead to check it arrives with that value. The landing page guide below covers building one for a single campaign.
Can the app send reminders or follow-up emails?
Apps can send email, and a scheduled task you set can email each consultant a morning list of their due and overdue follow-ups. Keep emails to homeowners as drafts that a consultant reads and sends. Test every message on your own address first, and leave out anyone marked Do not contact.
Can an agent help sort new inquiries?
An agent inside the app can check a new inquiry against criteria you write, such as your service area and whether the person owns the home, and suggest a priority with its reasons. It runs when asked or on a schedule you set, and a consultant accepts or overrides each suggestion. The lead qualification agent guide below covers the criteria and the review.
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