The stages
Leads can also go to Lost at any point. Drag a card between columns to change its stage.
When to move a lead — the rules
Each column tells you when a lead belongs there. The key ones:
| Move to… | …when |
|---|---|
| Qualified | Reachable (valid email/phone) · a real, in-scope need (something you actually do) · an intent signal (asked for an audit, gave context) · not disqualified (not a competitor / job-seeker / no budget). Vetted phone or referral leads can go straight here. |
| Contacted / Proposal | You've reached out / sent a proposal or quote. |
| Won | They've agreed or signed — becomes a client, and can trigger onboarding. |
| Job done | The work is finished / delivered — a good moment to ask for a review. |
| Lost | It's not going ahead (keep it — the record and reason are useful). |
On each lead
- Notes & activity — add notes; every change is timestamped so you can see the history.
- Run the AI Council — get a qualify/enrich/draft proposal right there (see the AI Council guide).
- Draft a review request — on a won / job-done lead (ties to Automations).
Where leads come from
Leads land in New automatically from your website chatbot and contact form — or add one by hand (a phone call, a referral) with Add lead. Already vetted it? Drop it straight into Qualified.
Example: an enquiry arrives in New → Run council confirms it's a real, in-scope need → you move it to Qualified, reach out (Contacted), send a quote (Proposal), they sign (Won), you deliver (Job done) → an automation offers to ask for a review.