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Leads

Leads are potential customers who haven’t yet entered your sales pipeline. Use the leads module to capture incoming inquiries, qualify them, and convert the best ones into deals.

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Creating a lead

  1. Go to CRM > Leads
  2. Click Add Lead
  3. Fill in the lead details:
FieldDescription
TitleBrief description of the opportunity
NameLead’s full name
EmailContact email
MobilePhone number
ValueEstimated deal value
Expected Close DateWhen you expect to close
OwnerTeam member responsible
SourceHow the lead was acquired
StageCurrent qualification stage
TagsLabels for categorization

Screenshot: Create lead form

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Lead stages

Leads move through qualification stages. Heffl provides built-in stage types:
Stage TypeDescription
NewJust received, not yet contacted
ContactedInitial outreach has been made
WorkingActively engaging with the lead
UnqualifiedDoes not meet your criteria
ConvertedQualified and converted to a deal
JunkSpam or irrelevant inquiry
You can create custom stage labels within each type. For example, you might have multiple “Working” stages like “Demo Scheduled” and “Proposal Sent”.
Use the Quality Score field (0-100) to rank leads by how likely they are to convert. This helps your team prioritize their time.

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Working with leads

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Lead list view

The leads page shows all your active leads in a table. Use the filter bar to narrow results by stage, owner, source, tags, or custom fields.

Screenshot: Leads list view

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Lead detail view

Click on a lead to see its full profile, including:
  • Contact information
  • Activity timeline
  • Notes and comments
  • Tags and custom fields

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Assigning leads

Assign one or more team members to a lead:
  1. Open the lead
  2. Add assignees in the Assignees field
  3. Each assignee will see the lead in their view

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Adding notes

Add notes to track conversations and follow-ups:
  1. Open a lead
  2. Go to the Notes tab
  3. Click Add Note
  4. Pin important notes to keep them at the top

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Converting leads to deals

When a lead is qualified and ready for your sales pipeline:
  1. Open the lead
  2. Click Convert to Deal
  3. Select the deal pipeline and initial stage
  4. The lead’s data transfers to the new deal
  5. The lead’s stage changes to Converted
After conversion, the lead record remains for historical reference and reporting.

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Archiving leads

Archive leads that are no longer active but shouldn’t be deleted:
  • Single archive - Open a lead and click Archive
  • Bulk archive - Select multiple leads and choose Archive
Archived leads are hidden from the default view but can be found using the archive filter.

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Lead sources

Track where your leads come from using CRM Sources:
  1. Go to Settings > CRM Sources
  2. Add sources like “Website Form”, “Google Ads”, “Referral”
  3. Assign a source when creating or editing a lead
Source tracking helps you measure which channels generate the most leads.

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Filtering leads

Filter your lead list by:
  • Search - Search by title, name, email, or mobile number
  • Stage - Filter by qualification stage
  • Owner / Assignee - Filter by team member
  • Source - Filter by lead origin
  • Tags - Filter by labels
  • Custom fields - Filter by any custom field
  • Archived status - Show or hide archived leads
  • Date range - Filter by creation date
  • Lost reason - Filter leads marked as unqualified with a specific reason

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FAQ

A lead is an unqualified prospect. A deal is a qualified sales opportunity in your pipeline. Convert leads to deals once they meet your qualification criteria.
Lead bulk import is available through the contacts import. Import contacts and then create leads from those contacts.
The lead’s information is used to create a new deal. The lead record stays in your system with a “Converted” stage for reporting purposes.