Sales lead Process

CRM Module> Activity> Sales Leads

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.

Creating a new prospect

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.

CRM Module> Activity> Sales Leads

Click Add

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.

General Information

Owner	The person responsible for managing and progressing the lead.
Customer	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.
Contact Person	Displays or allows selection of the contact linked to the chosen customer.
Sales Rep	The sales representative responsible for the lead and associated commission.

Lead Details

Stage	Defines the current stage of the lead (e.g. New Lead, Qualified, etc.).
Lead Date	The date the lead was first identified.
Follow Up Date	The date scheduled for the next action or follow-up.
Est. Close Date	The expected date the sale will be finalised.
Customer Type	Indicates whether the customer is New or Existing.
Rating	Classifies the lead as Hot, Warm, or Cold based on likelihood.
Status	Specifies the current status of the lead (e.g. In Progress, Lost, Successful).
Reference	Enter any relevant reference number or identifier.
Description	Provide a brief summary of the opportunity.
Comments / Notes	Add detailed notes or additional information about the lead.

Classification Fields

Route to Market	Select how the lead was brought in (e.g. direct, partner, online).
Source	Indicates where the lead originated from.
Activity Category	Categorises the type of sales activity.
Colour Code	Assign a colour to visually identify or prioritise the lead.
Division / Region / Project	Assign organisational structure details for reporting purposes.

Financial Information

Probability (%)	The estimated chance of closing the deal.
Estimated Revenue	Expected income from the lead.
Estimated Cost	Anticipated cost associated with fulfilling the sale.
Estimated Profit	Calculated or entered expected profit.
Weighted Pipeline	A calculated value based on revenue and probability.
Available Budget	Indicates if a budget is confirmed and allows entry of the budget amount.

Tabs

Contacts Tab

Displays all contact persons linked to this Sales Lead.

Sales Leads Activity Tab

Tracks activities related to the lead.

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

Action Buttons

Save & New	Save the current lead and open a new blank form.
Save & Close	Save the lead and exit the screen.
Save	Save changes without closing the screen.
Close	Exit the screen without saving changes.

Contacts Tab

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

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

First Name and Last Name
Position/Title
Telephone and Cellphone numbers
Email Address
Active status (indicates whether the contact is currently active)

Each row represents an individual contact linked to the Sales Lead.

Action Buttons

Located above the contact grid:

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.

Documents Section (Docs)

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

Available actions include:

Add – Attach a new document
Open – View a selected document
Print – Print the document
Remove – Delete the selected document

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

Additional Notes

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.

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 Log Grid

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

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

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:

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.

Usage Notes

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.