The CRM.
Track every lead from first conversation to signed client. The CRM is a drag-and-drop pipeline where each lead carries a next step, an estimated value, its paperwork and a running activity log.
The CRM is where work lives before it becomes a project. Every lead is a potential client: a name, a company, a contact, a rough value, and above all a next step. When a deal closes you turn the lead into a client in one move, and everything you wrote for it (proposals, contracts, notes) comes along.
Open it from CRM in the dock. The CRM is for the Owner, Admin, Finance and Sales roles. Clients never see it, and neither do production members.
Add a lead
A name is all a lead needs. The number (LEAD-12), the stage and the rest fill themselves in.
- Open CRM from the dock.
- Type a name into the New lead box at the top right.
- Press Return or click Add. The lead opens in a side sheet so you can fill in the rest.
You can also add a lead straight into a particular stage: use the plus button at the top of any column on the board.
Board and List
Switch between Board and List with the toggle under the header. The header line shows how many leads you are looking at and their combined estimated value, totalled per currency.
- Board shows only open leads, one column per stage. Drag cards between columns to move a lead along, or up and down to reorder.
- List groups leads by stage and adds the status pills Open, Won, Lost and All. Won and lost leads only appear here, because they have left the pipeline. All is also the only place archived leads show up.
Both views share the same filters: search with Search leads by name or company, and narrow by owner with Anyone’s leads or My leads (or a specific teammate).
Stages
New workspaces start with four stages: New lead, Contacted, Qualified and Proposal sent. Make them yours:
- Click Add stage at the end of the board to add a column. A pipeline can hold up to eight stages.
- Open a column’s options menu for Rename stage, Move left, Move right and Delete stage.
- A stage has to be empty before you can delete it: move its leads somewhere else first.
Next steps
The single habit the CRM pushes is this: every open lead should have a next step. A card without one shows an amber No next step pill, and the header shows a count such as "3 need a next step". Click that count to filter down to exactly those leads.
- Click No next step on a card (or the Next step block in the lead sheet).
- Under What’s next?, write the action, for example "Call Maria about the budget".
- Optionally pick a due date: Today, Tomorrow, Next week, or any date in the sheet.
- Press Return or click Set.
When you have done it, click Done in the sheet. The step is logged in the activity feed and the field opens again, ready for the next one. Steps that are overdue or due today are highlighted.
The lead sheet
Click any lead to open its sheet on the right. Everything saves as you edit, field by field.
| Part of the sheet | What it holds |
|---|---|
| Next step | The action, its due date and a Done button. |
| Header | The LEAD- number, status, Lead name and Company. |
| Stage, source, owner | Move the lead to another stage, set a source (Referral, Website, Outbound, Event, Repeat client, Other) and pick an owner from your CRM team. Assigning someone notifies them. |
| Estimated value | A rough deal size in your currency. It feeds the pipeline totals. |
| Contact | Contact name, Email, Phone and Website. If another open lead uses the same email, the sheet points it out so you can avoid duplicates. |
| About | Free-form notes: what they want, what they said, what to remember. |
| Documents | Proposals and contracts written for this lead, newest first, with Create proposal and Create contract. |
| Activity | An automatic history (created, moved stage, completed steps, lost, won) plus notes from your team. Write one with Add a note… and Post note. |
The Lead actions menu (the three dots) holds Mark lost…, Reopen for a lost lead, and Archive / Unarchive.
Paperwork before the client exists
You do not have to convert a lead to send it a proposal or a contract. From the lead sheet’s Documents section, click Create proposal or Create contract. The document is addressed to the lead’s company (or name), prefilled from what you already entered, and lives on the lead until the deal closes. When you convert, those documents are moved onto the new client automatically. See Proposals and Contracts and e-signing.
Mark a lead lost
- Drag the card onto the Lost zone that appears on the right edge while you drag, or choose Mark lost… from the lead’s menu.
- Pick a reason: Price, Timing, Went quiet, Competitor, Not a fit or Other.
- Add a note if it helps, then click Mark lost.
Lost leads leave the board but stay in the List under Lost. Changed your mind? Open it and choose Reopen.
Win a deal and convert it to a client
- Drag the card onto the Won zone, or click Won → convert at the top of the lead sheet.
- In Turn this lead into a client, check the Client name (it starts from the lead’s company).
- Optionally tick Invite a client user now and enter their email to send a portal invitation in the same step.
- Click Convert to client.
The client is created with its own board, the lead is marked Won, and the sheet shows a Converted banner with View client → and Create a project → shortcuts. If the invitation fails for any reason the conversion still stands; send the invite later from Settings → Clients.
Related
- Add a client if the client did not come through the CRM.
- Your first project once the client exists.
- Roles and seats for who holds the Finance and Sales seats.