At the top of the Leads list, up to five colored count tiles display the company's custom Lead stages. Each tile shows the number of Leads currently in that Stage and filters the list when clicked. The tile labels mirror the first five values entered in Gear > Company Preferences > Leads / Contacts > Stage Labels.

Because the tiles are driven by company-configured Stage values, the visible labels vary by company. Example values from a reference configuration: No Contact, Chase, Meeting Scheduled, Quoted, mySalesman. Stages 6+ are not surfaced as tiles but remain available on Lead records via the top-right Stage dropdown.

When one or more Leads are selected via the row checkboxes, a batch actions bar appears across the top of the list. Each action applies to all selected records simultaneously.

Quick search functionality allows you to find leads by name, company, phone, email, or address.

Advanced filtering provides powerful search capabilities to segment your "Leads" by multiple criteria. Use the "Advanced Filter" panel to search by any combination of fields, dates, and status checkboxes.

Quick actions and tools available from the Leads list view toolbar (top right).

Click the PDF icon in the list view toolbar to generate the following reports against the current filtered list:

Click the Columns icon in the toolbar to open the Dynamic Grid picker — a panel of checkboxes that controls which columns display in the list view. A search field at the top filters the column list; the Show / Hide All toggle (with RESET link) restores defaults.

Default Columns (shown out of the box)

Optional Columns (toggle on as needed)

The Gear icon in the list view toolbar opens a tools menu with three options:

The ≡ icon on the right side of each row in the list view opens a per-record options menu. The Leads ≡ menu is intentionally minimal (3 items):

Add additional contact information such as telephone number, email address, address, website, social media link, and/or fax number. If using the New Contact Wizard, these will automatically populate. One entry per type may be flagged as Primary.

+ Icon Menu

Click the + icon at the top of the Phone / Email / Address panel to add a new contact method. The menu has seven options:

Notify Lead Button

The green Notify Lead button sits below the contact info entries. Click it to send a notification to the Lead's primary contact method. A Method dialog opens with three buttons:

Assign TRUE users to the Lead for easy searching and tracking. Assigned Leads appear under the My Leads filter for each user.

Seven small icons in the bottom-right corner of the Selected Lead provide quick access to standard global record features. These follow the TRUE icon-set pattern (small icons with circular navy badge overlays when records exist).

Configured in Settings → Users / Access.

The most common method for capturing leads while a potential customer is on the phone. This workflow includes duplicate checking to prevent duplicate contacts.

1. Navigate to Leads module by clicking the "Leads" button in top navigation
2. Click the plus icon to open New Contact Wizard
3. Enter contact information: First name, last name, company, job title, phone, or email
4. Enter street address - autofill functionality will load complete address
5. Click blue Search button - system searches for potential duplicates
6. Review matching contacts displayed in matching contact section
7. Decision: Click "Add New Contact" (green button) to create new lead, OR select existing contact if duplicate found

Quick lead creation method available from anywhere in the system. Perfect for capturing leads while working in other modules.

1. Click green "New" button (top right corner of system)
2. Select "Lead" from dropdown menu
3. Follow same New Contact Wizard process as Method 1

When to Use: Anywhere in the jobs workflow when you need to quickly capture a new lead without navigating to Leads module first.

Automatically capture leads from your website contact forms without manual data entry. System scrapes web form emails and creates lead records automatically.

Setup Required: Navigate to Company Preferences > Email Capture and fill in the Lead Sending Address and Lead Subject fields, then submit a TRUE Support request so our team can configure how the data is formatted for TRUE.

Import multiple leads at once from spreadsheets or other systems. Perfect for trade show lists, purchased leads, or data migration.

1. Go to Leads module
2. Click gear icon on right side of screen
3. Download CSV template to see required format
4. Populate CSV template with your lead data
5. Click "Import Records" button in same location
6. Select your CSV file and confirm import

When a "Lead" is ready for an estimate, convert it to a "Quote". This process upgrades the "Lead" and creates proper "Client" records (Clients module).

1. Select the Lead: Click the "Lead" from "Leads" (module)
2. Click "New" Button: Click "New" button and select "Quote"
3. Choose client record option:
   • New: Create new client (most common for new customers)
   • Select: Choose existing client if they're already in system
   • Skip: Add client information later
4. Duplicate Prevention: System automatically searches Clients module for matches. If matches found, warning appears: "There appears to be a client that matches..." System recommends using Select feature. Can override and create duplicate by clicking "New"
5. Complete quote creation with project details

When a contact is not a valid sales opportunity, mark them as "Not a Lead" to remove them from active lead list while preserving the contact record.

How to Mark as Not a Lead:

• Method 1: Click hamburger icon → "Not a Lead" button
• Method 2: Select lead → Options button → "Not a Lead" tile

A Lead is a Contact record flagged as a potential sales opportunity that needs follow-up. Important clarifications:

• A Lead does NOT mean you have reached out to them yet
• A Lead does NOT mean you have provided them a Quote
• When you upgrade a Lead to a Quote or use Options > Not A Lead button, the Lead flag is removed from the Contact record
• The Contact record remains in the Contacts module but no longer appears in the Leads module

The New Contact Wizard appears when you click New > Lead button or the + icon in the Leads module. This wizard helps prevent duplicate Contact records by searching for existing contacts before creating new ones.

1. Enter contact information (name, company, phone, email, address)
2. Click the blue Search button in the New Contact Wizard
3. System displays potential matches based on last name, company, phone, email, or address
4. Review the Matching Contacts section carefully
5. If match found, select existing Contact record instead of creating duplicate (using existing Contact record will also pull historical sales notes and activities, providing valuable context for follow-up)
6. If no match, click green Add New Contact button to create new Lead

To set up website leads to appear automatically in TRUE:

1. Navigate to Company Preferences > Email Capture
2. In the Lead Sending Address field, enter the email address from which website lead emails will be forwarded (e.g., your website contact form's sending address)
3. In the Lead Subject field, enter the exact subject line that appears when lead emails are forwarded from your website
4. Submit a TRUE Support request letting us know you've filled out this information — our team will adjust how we read the data to format it for TRUE (in most cases, this is included with your TRUE subscription)

Once configured, the system scrapes web form formatted emails and automatically maps fields to create lead records. Leads from your website will appear in the Leads module with the correct stage and assigned users.

TRUE only accepts CSV files that match the system's template format. Excel files (.xlsx) are not directly supported - you must download and use the CSV template.

1. Click Gear icon in Leads module
2. Click CSV Template to download the required format
3. Open the template and populate with your data (common fields: First Name, Last Name, Company, Phone, Email, Address, City, State, Zip, Lead Source, and Custom Fields)
4. Save as CSV format (not Excel .xlsx)
5. Click Gear icon > Import Records and select your CSV file

Update contact information for Lead records to ensure accurate communication and record keeping.

From a Quote, click Options > Edit, locate the point of contact field, and click the pencil icon.

From here you can either edit the existing contact to remove the company toggle, or create a new contact without a Client association.

Lead sources can be captured automatically through web form integrations and partner CRM systems. To manually assign a source, click the pencil icon to add new sources, then use the dropdown to assign the source to the lead. To search and report on sources, use advanced filter in Leads module to search by source, and click the PDF icon for source conversion reports. Common sources include: Website Form, Phone Call, Referral, Trade Show, Social Media, Paid Advertising.

Assign Leads to team members for follow-up and tracking. Assigned users automatically receive alert notifications and can filter their assigned Leads using the My Leads filter button.

1. Click Leads in top navigation
2. Click the Lead you want to assign
3. Find the Assigned section in the selected Lead record
4. Click the + icon in the Assigned section
5. Select the team member from the dropdown list
6. Add multiple users by repeating steps 4-5
7. Click Due Date field to trigger follow-up reminders for assigned users (alert timing configurable in Company Preferences: 0 = alert on due day, 1 = alert one day before)

When you set a due date on a lead, the system triggers an alert notification when that date is reached. The alert timing is configurable in Company Preferences. Set to 0 to receive the alert on the follow-up day itself, or set to 1 (or higher) to receive the alert one day (or more) before. When the alert is triggered, assigned users receive notifications and can take actions like entering notes, adjusting stage, reviewing files, or recording updates.

Convert a Lead to a Quote when the prospect is ready for a formal estimate or proposal. This typically happens after initial qualification, determination that the project matches your services, and when you're ready to provide detailed pricing.

We recommend converting when:

• Scheduling an onsite visit or appointment (to access better scheduling and task features in Quotes module)
• Customer requests formal estimate or proposal
• After initial qualification confirms project fit
• When you need detailed estimating with line items
• Ready to send professional proposal to customer

After conversion: Lead no longer appears in Leads module, record upgraded to Quote in Quotes module, creates proper Client record, and all files/notes/history are preserved.

When converting a lead to a quote, you'll choose whether to create a new client record, select an existing client, or skip client creation. The system automatically searches for matching clients to prevent duplicates. Once converted: the lead no longer appears in Leads module, it's upgraded to a quote in Quotes module, contact information carries over as point of contact, a client record is created based on lead information, and all files, notes, and history are preserved.

A Lead in TRUE is not a separate object — it's a Contact record flagged as a Lead. The Leads module surfaces Contacts with the Lead flag, but the underlying data lives in the Contacts table.

Updating contact information in the Leads module updates the same Contact record everywhere it's referenced.

Mark a Contact as "Not A Lead" when the opportunity is not a fit or will not result in a Quote.

Common Reasons:

• Customer's desired services don't match what your company offers
• Not someone you would provide Quote/estimate to
• Contact is for reference only, not a sales opportunity
• Lead disqualified during qualification process

Leads disappear from the Leads module when they are converted to a quote or marked as "Not a Lead". This is by design - the contact record still exists in your system but is no longer flagged as an active lead. If converted to a quote, find the record in the Quotes module. If marked as "Not a Lead", the contact remains in your Contacts/Clients database for reference. The lead lifecycle is: Contact Record → Lead (appears in Leads module) → Quote or Not a Lead (removed from Leads module).

Configure custom Stage options to match your sales workflow. Custom stages appear as filter buttons in the Leads module and help organize Leads by position in your sales pipeline. First 5 stages display as filter buttons at the top of the Button Bar.

1. Navigate to Settings (Gear icon) → Company Preferences → Leads section
2. Locate the Stage Labels field
3. Type your first stage name exactly as you want it to appear
4. Press Enter/Return to go to next line, enter next stage name
5. Continue adding stages (first 5 will display as filter buttons)
6. Save changes in Company Preferences
7. Click Gear icon → Categories module
8. Complete setup in Categories module to activate stages (Activity Log automatically records Stage changes with date and timestamp)

Design stages that match your actual sales process. Examples of custom stages:

Use Advanced Filter to search Leads by multiple criteria simultaneously for targeted list management.

Steps to Use Advanced Filter:

1. Click Advanced Filter in Leads module
2. Enter search criteria in desired fields (Stage, Source, Assigned, Date ranges, etc.)
3. Click Search button
4. System displays Leads matching all entered criteria

Common Filtering Scenarios:

• Find overdue Leads: Filter by Due Date (past dates) and Status (Active)
• Track source performance: Filter by Source and Origin Date range
• Team workload: Filter by Assigned user and Stage
• Marketing qualified: Check Marketing Qualified checkbox and filter by Source

Use Advanced Filter on the Leads list and filter on the Origin Date field.

To search a date range, enter both dates in the Origin Date field separated by the ... shortcut, in the format MM/DD/YYYY...MM/DD/YYYY. The list then returns only Leads whose Origin Date falls within that range.

Set up email templates for Leads to ensure consistent communication and save time when contacting prospects. Templates support merge fields for automatic population of contact information.

1. Navigate to Settings (Gear icon) → Company Preferences → Email Templates section
2. Click the + icon to create new template
3. In the Module field dropdown, select Leads
4. Give template descriptive name (e.g., "Initial Contact", "Follow-Up", "Quote Delivery")
5. Write email content with merge fields for contact info
6. Click Save button to store template for future use

Send professional emails to Leads using pre-configured templates with automatic merge field population.

1. Click Leads in top navigation
2. Click the Lead you want to email
3. Click Notify Lead button in the selected Lead record
4. Click Email button
5. Click email template field to access stored templates
6. System automatically loads contact name, address, phone, etc.
7. Edit email content as needed
8. Click Send button

Yes, if you have the TRUE Messages module enabled. Click "Notify Lead" button, then click "Text" button. You can use message templates for consistent communication. TRUE Messages allows you to send SMS text messages both internally to team members and externally to customers. This is particularly useful for quick follow-ups, appointment reminders, or time-sensitive communications with leads.

Email capture works in the Leads module using two methods:

Schedule appointments, site visits, or follow-up calls directly from Lead records. Schedules integrate with Calendar module for visibility.

1. Navigate to the Lead record
2. Click the New button in the selected Lead record
3. Choose Schedule from the dropdown menu
4. System automatically populates contact info and address
5. Enter description (visible in Calendar and Schedule modules)
6. Select status (e.g., "Estimating", "Appointments") for organization and color coding
7. Assign estimator, sales rep, or field tech as a resource (grants access via TRUE Field or TRUE Time)
8. Enter appointment date and time
9. Click Save button - schedule remains when Lead is upgraded to Quote

You can create schedules from both Leads and Quotes, but we recommend creating schedules from the Quote record.

Why create from Quote:

• Creating a schedule from Quote mimics the estimating process
• If scheduling onsite visit or time to provide an estimate, this is the beginning of the Quote process
• Provides accurate sales metrics by tracking from Quote stage
• Better aligns with workflow: Quote falls through = archive/reject, Quote approved = upgrade to Job

Attach files to Lead records using drag & drop or file browser methods. All files remain attached when the Lead is upgraded to a Quote or Job.

Upload virtually any file type to Lead records.

Supported File Types:

• Photos: JPG, PNG, HEIC
• Documents: PDF, Word, Excel
• Business cards (scanned images)
• Drawings and plans
• Specifications
• Contracts
• Notes
• Presentations

Common Uses:

• Upload photos of business cards for reference
• Attach site photos
• Store product specifications the customer requested
• Keep proposal drafts organized with the Lead

TRUE CRM integrates with various lead vendor and partner CRM systems to automate Lead creation.

Integration Capabilities:

• Automatically capture lead source information
• Create Lead records without manual entry
• Populate custom fields with industry-specific data
• Web form integrations automatically scrape form submissions from your website

Yes, use Attributes to create custom fields for Leads. Attributes automatically map to custom fields and can be filled out via web forms. Created attributes become searchable in the Leads module and carry over when upgrading to Quote/Job.

Steps to Create Custom Fields:

1. Click Gear icon in top navigation
2. Select Attributes module
3. Select the Contact / Leads option
4. Click + icon to add new attribute
5. Set a title for the attribute
6. Add field options using Enter or Return key (no extra spaces)
7. Save the attribute

Common Custom Field Examples:

• Project type (fence, glass, paving)
• Property type (residential, commercial, industrial)
• Lead priority level
• Estimated project value
• Industry-specific qualifiers

The Leads module provides three PDF reports based on your current filtered data.

Available Reports:

• Basic: Lists all Leads in current found set with columns: Name, Stage, Assigned, Phone, Origin, Due
• Detailed: Shows comprehensive fields like attributes and activity logs - each Lead appears on individual page
• Source: Creates PDF that summarizes Leads grouped by their source

How to Generate Reports:

1. Click PDF icon in Leads module
2. Select desired report type (Basic, Detailed, or Source)

Track conversion rates using the Quote Ratio field in the Summary mode of the Jobs workflow. This shows the percentage of Leads upgraded to Quotes vs marked as Not A Lead.

Steps to View Quote Ratio:

1. Click Lightning bolt icon in top navigation
2. Select Dashboard
3. Navigate to Summary mode of Jobs workflow
4. Locate Quote Ratio field in Service dashboard
5. View percentage of Quotes in last 30 days compared to Leads
6. Adjust date range using controls on bottom right to modify time period

Lead-specific configuration lives under Gear > Company Preferences > Leads / Contacts. The following settings affect how Leads behave system-wide:

Access to the Leads module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Leads) permission (ID #1528)
3. Once granted, you'll find the module in the Jobs workflow

If you can only see Leads assigned to you, your account has the View Assigned Only (Leads) permission enabled (ID #1569). This security setting restricts users to viewing only records they're directly assigned to.

To view all Leads:

1. Contact your system administrator
2. Request removal of View Assigned Only (Leads) permission
3. Once updated, you'll see all Leads in the system

Alert notifications for Leads are controlled by user permissions. Multiple alert types are available:

To enable alerts:

1. Navigate to Settings → Users / Access
2. Select the user who should receive alerts
3. Go to the Access tab
4. Find the Leads section
5. Enable desired alert permissions

Adding or editing Lead sources requires the Add/Edit Sources permission (ID #1590). This permission controls who can modify the source dropdown options used to track where Leads originate.

1. Contact your system administrator
2. Request the Add/Edit Sources permission
3. Once granted, you can add new sources or modify existing ones

Address and phone searches are not available in the Leads list view Quick Search for performance reasons. Use the global Search feature instead.

To search by address, phone, or email:

1. Click the Workflow icon in the top navigation bar
2. Select Search
3. Enter your search term (address, phone number, or email)
4. Click Phone / Email / Address to search across all records
5. Or click Contact / Lead to search only within lead and contact records