# Sales lead Process

<span class="ts0"><span style="color: rgb(45, 194, 107);">**CRM Module&gt; Activity&gt; Sales Leads**</span></span>

A **Sales Lead** is a person or organisation that has shown interest in purchasing a product or service and has the authority to do so. This represents the first stage of the sales process.

The **Search** button allows you to open and review the details of an existing prospect.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/qBsimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/qBsimage.png)

#### <span class="ts0">Creating a new prospect </span>

The **Add Lead** screen is used to capture and manage all relevant information for a new Sales Lead. Below is an explanation of each field and function.

<span class="ts0"><span style="color: rgb(45, 194, 107);">**CRM Module&gt; Activity&gt; Sales Leads**</span></span>

- <span class="ts0" style="color: rgb(0, 0, 0);">Click Add</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/1aXimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/1aXimage.png)


#### Add Sales Lead Screen

If the customer already exists and is interested in additional business, you can either enter their name or select it from the **Customer** dropdown list.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/Qufimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/Qufimage.png)

##### General Information

<table border="1" id="bkmrk-owner-the-person-res" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 15.2923%;"></col><col style="width: 84.8161%;"></col></colgroup><tbody><tr><td>**Owner**</td><td>The person responsible for managing and progressing the lead.</td></tr><tr><td>**Customer**</td><td>The individual or organisation interested in your product or service.

- If the customer already exists, select them from the dropdown list.
- To create a new customer, click **New**, which opens the Debtors Setup window. Enter the company details and select *Prospect* or *Opportunity* under the Debtor Type.

</td></tr><tr><td>**Contact Person**</td><td>Displays or allows selection of the contact linked to the chosen customer.</td></tr><tr><td>**Sales Rep**</td><td>The sales representative responsible for the lead and associated commission.</td></tr></tbody></table>

##### Lead Details

<table border="1" id="bkmrk-stage-defines-the-cu" style="border-collapse: collapse; width: 100%; height: 313.821px;"><colgroup><col style="width: 17.4351%;"></col><col style="width: 82.6732%;"></col></colgroup><tbody><tr style="height: 46.5057px;"><td style="height: 46.5057px;">**Stage**</td><td style="height: 46.5057px;">Defines the current stage of the lead (e.g. New Lead, Qualified, etc.).</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Lead Date**</td><td style="height: 29.7017px;">The date the lead was first identified.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Follow Up Date**</td><td style="height: 29.7017px;">The date scheduled for the next action or follow-up.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Est. Close Date**</td><td style="height: 29.7017px;">The expected date the sale will be finalised.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Customer Type**</td><td style="height: 29.7017px;">Indicates whether the customer is **New** or **Existing**.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Rating**</td><td style="height: 29.7017px;">Classifies the lead as *Hot*, *Warm*, or *Cold* based on likelihood.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Status**</td><td style="height: 29.7017px;">Specifies the current status of the lead (e.g. In Progress, Lost, Successful).</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Reference**</td><td style="height: 29.7017px;">Enter any relevant reference number or identifier.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Description**</td><td style="height: 29.7017px;">Provide a brief summary of the opportunity.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Comments / Notes**</td><td style="height: 29.7017px;">Add detailed notes or additional information about the lead.</td></tr></tbody></table>

##### Classification Fields

<table border="1" id="bkmrk-route-to-market-sele" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 22.9113%;"></col><col style="width: 77.197%;"></col></colgroup><tbody><tr><td>**Route to Market**</td><td>Select how the lead was brought in (e.g. direct, partner, online).</td></tr><tr><td>**Source**</td><td>Indicates where the lead originated from.</td></tr><tr><td>**Activity Category**</td><td>Categorises the type of sales activity.</td></tr><tr><td>**Colour Code**</td><td>Assign a colour to visually identify or prioritise the lead.</td></tr><tr><td>**Division / Region / Project**</td><td>Assign organisational structure details for reporting purposes.</td></tr></tbody></table>

<div id="bkmrk--3"></div>##### Financial Information

<table border="1" id="bkmrk-probability-%28%25%29-the-" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 17.078%;"></col><col style="width: 83.0304%;"></col></colgroup><tbody><tr><td>**Probability (%)**</td><td>The estimated chance of closing the deal.</td></tr><tr><td>**Estimated Revenue**</td><td>Expected income from the lead.</td></tr><tr><td>**Estimated Cost**</td><td>Anticipated cost associated with fulfilling the sale.</td></tr><tr><td>**Estimated Profit**</td><td>Calculated or entered expected profit.</td></tr><tr><td>**Weighted Pipeline**</td><td>A calculated value based on revenue and probability.</td></tr><tr><td>**Available Budget**</td><td>Indicates if a budget is confirmed and allows entry of the budget amount.</td></tr></tbody></table>

##### Tabs

<table border="1" id="bkmrk-contacts-tab-display" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 12.6732%;"></col><col style="width: 87.4351%;"></col></colgroup><tbody><tr><td>**Contacts Tab**</td><td>Displays all contact persons linked to this Sales Lead.</td></tr><tr><td>**Sales Leads Activity Tab**</td><td>Tracks activities related to the lead.

- Use the **Edit** button to update existing activity details (e.g. change Activity Category).

</td></tr></tbody></table>

##### Action Buttons

<table border="1" id="bkmrk-save-%26-new-save-the-" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 13.9827%;"></col><col style="width: 86.1256%;"></col></colgroup><tbody><tr><td>**Save &amp; New**</td><td>Save the current lead and open a new blank form.</td></tr><tr><td>**Save &amp; Close**</td><td>Save the lead and exit the screen.</td></tr><tr><td>**Save**</td><td>Save changes without closing the screen.</td></tr><tr><td>**Close**</td><td>Exit the screen without saving changes.</td></tr></tbody></table>

<div id="bkmrk--4"></div>#### Contacts Tab

The **Contacts** tab within the **Edit Lead** screen displays and manages all contact persons linked to the selected Sales Lead.

<div id="bkmrk-time-logs-help-monit">- Time logs help monitor effort spent on each Sales Lead and support productivity tracking.
- This feature can also assist with billing where time-based charges apply.
- Keeping time logs updated ensures accurate reporting and accountability.

</div>[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/7i4image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/7i4image.png)

The grid shows a list of all contacts associated with the lead, including key details such as:

<div id="bkmrk-first-name-and-last-">- **First Name and Last Name**
- **Position/Title**
- **Telephone and Cellphone numbers**
- **Email Address**
- **Active status** (indicates whether the contact is currently active)

</div>Each row represents an individual contact linked to the Sales Lead.

##### Action Buttons

Located above the contact grid:

<div id="bkmrk-add-contactallows-yo">- **Add Contact**  
    Allows you to create and link a new contact to the Sales Lead.
- **Edit Contact**  
    Enables you to update the details of a selected contact.
- **Import Contact**  
    Import contact information from an external source.
- **Import VCF Contact**  
    Upload and import contacts from a VCF (vCard) file.

</div>##### Documents Section (Docs)

The lower section of the screen displays documents linked to the Sales Lead, such as files or attachments.

Available actions include:

<div id="bkmrk-add-%E2%80%93-attach-a-new-d">- **Add** – Attach a new document
- **Open** – View a selected document
- **Print** – Print the document
- **Remove** – Delete the selected document

</div>If no documents are linked, the grid will display “No data to display.”

##### Additional Notes

<div id="bkmrk-contacts-linked-here">- Contacts linked here are directly associated with the selected Sales Lead and can be used for communication and tracking purposes.
- Keeping contact details up to date ensures accurate follow-ups and reporting.

</div>#### Time Log

The **Time Log** tab allows users to view and manage time entries linked to the selected Sales Lead. This feature is useful for tracking time spent on activities related to the lead.

- Time logs help monitor effort spent on each Sales Lead and support productivity tracking.
- This feature can also assist with billing where time-based charges apply.
- Keeping time logs updated ensures accurate reporting and accountability.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/JnNimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/JnNimage.png)

##### Time Log Grid

The grid displays a list of all recorded time entries. Each entry includes the following information:

<div id="bkmrk-log-no-%E2%80%93-unique-refe">- **Log No** – Unique reference number for the time entry
- **Date** – The date the activity took place
- **Contact** – The contact person associated with the activity
- **Reference** – Additional reference or description for the entry
- **Owner** – The user who created or is responsible for the time log
- **Job Number** – Linked job or project reference (if applicable)
- **Completed** – Indicates whether the activity has been completed
- **Time From / Time To** – Start and end times of the activity
- **Duration** – Total time spent on the activity
- **Billable Rate** – Rate applied if the time is billable
- **Status** – Current status of the time entry

</div>If no time entries have been recorded, the grid will display **“No data to display.”**

##### Action Buttons

Located above the grid, the following options are available:

<div id="bkmrk-openview-or-open-the">- **Open**  
    View or open the selected time log entry.
- **Email Self**  
    Send the time log details to your own email for reference.
- **Print**  
    Print the selected time log entry or list.
- **Remove Sales Lead Link**  
    Unlink the selected time log entry from the Sales Lead.
- **Create Time Log** (available on the top ribbon)  
    Create a new time entry linked to the Sales Lead.

  
</div>