Managing Contractor Leads

Overview

Contractor leads help you track potential customers from first contact through to winning (or losing) the sale. BlueClerk's lead management system organizes prospects in a simple pipeline: New → Contacted → Qualified → Won/Lost. You can review leads in detail, update their information, change their status, and send follow-up emails directly from the app - all from a convenient dialog that opens directly on the leads list page.

NEW: In-App Email Follow-Ups - You can now send follow-up emails to leads directly from BlueClerk without switching to your email client. When reviewing a lead or viewing estimate details, click "Email Follow-Up" to compose and send an email right from the dialog. BlueClerk tracks when you last emailed each lead so you can see at a glance which prospects need follow-up.

NEW: Lead Badge Counts - The leads navigation item in the sidebar now shows a count of NEW leads so you can see at a glance how many prospects need follow-up. The sidebar count updates automatically whenever leads are created or status changes occur, helping you stay on top of your pipeline without opening the leads page.

NEW: DB-First Address Lookup - When adding a new lead's address, BlueClerk now checks your existing customer database first before searching Google Places. If a customer at that address already exists in your system, the address autocomplete will suggest it immediately without an API call. This speeds up lead creation when you're adding prospects at addresses where you've worked before and saves Google Places API credits.

Accessing Leads

1. Click "Operations" in the sidebar
2. Select "Leads" from the flyout menu
3. View your leads list with status, contact info, and source
4. See NEW lead count in the sidebar badge (e.g., "Leads (5)")

Reviewing and Editing Leads

Opening the Review Dialog

From the leads list:

1. Click any lead row to open the review dialog
2. See full lead details including contact info, source, notes, and linked estimates
3. Edit information inline by clicking field values
4. Update lead status using the status dropdown
5. Add or edit notes in the notes field
6. Send follow-up emails using the "Email Follow-Up" button

Sending Follow-Up Emails

When you open a lead's review dialog:

1. Look for the "Email Follow-Up" button in the lead header
2. Click "Email Follow-Up" to open the email composer
3. Review pre-filled information:
   • To: Lead's email address
   • Subject: Default subject based on context (e.g., "Following up on your estimate")
   • Message: Template with your company signature
4. Edit the subject and message as needed
5. Click "Send" to deliver the email
6. BlueClerk updates the "Last Emailed" timestamp automatically

The system tracks when you last emailed each lead, helping you identify prospects who need follow-up. You can send follow-up emails from both the lead review dialog and when viewing estimate details for that lead.

What You Can Update

• Contact Information: Name, email, phone, address
• Lead Source: Where they came from (referral, website, cold call, etc.)
• Status: New → Contacted → Qualified → Won/Lost
• Notes: Add context about conversations, preferences, or next steps
• Estimates: View linked estimates and their status

Understanding Lead Statuses

New

First contact - leads you haven't reached out to yet. These could come from voice commands, manual entry, referrals, or your website.

What to do: Send an initial follow-up email or make first contact

Contacted

You've reached out via email, phone, or in-person - waiting for their response.

What to do: Follow up if you haven't heard back in a few days

Qualified

They're interested and you've gathered enough information to provide an accurate estimate.

What to do: Send an estimate or schedule a site visit

Won

They accepted your estimate and became a customer. Congrats!

What happens: Lead becomes a customer record automatically

Lost

They went with someone else or decided not to proceed.

What to do: Add notes about why you lost it (helps improve future estimates)

Lead Sources

BlueClerk tracks where leads come from:

• Website - Contact form or widget submissions
• Referral - From existing customers or partners
• Cold Call - Outbound prospecting
• Walk-in - In-person inquiries
• Social Media - Facebook, Instagram, etc.
• Other - Any other source

Tracking source helps you understand which marketing channels work best.

Tips for Managing Leads

Follow Up Quickly

Respond to new leads within 24 hours using the in-app email feature. Faster response = higher close rate.

Add Detailed Notes

After every conversation, add notes to the lead:

• What they need
• Budget expectations
• Timeline
• Concerns or objections
• Next steps

Move Leads Through Statuses

Don't let leads sit in "New" forever. Use the in-app email follow-up to maintain regular contact and move them through your pipeline:

• New → Contacted (after first outreach)
• Contacted → Qualified (after confirming interest and gathering details)
• Qualified → Won or Lost (after estimate response)

Link Estimates

When you create an estimate for a lead, it automatically links. You can view all estimates from the lead review dialog and send follow-up emails about specific estimates.

Review Lost Leads

Periodically review lost leads to identify patterns - are you pricing too high, responding too slowly, or losing to the same competitor repeatedly?

Questions

Q: What's the difference between a lead and a customer? A: A lead is someone you're trying to win - a potential customer. Once they accept your estimate or hire you for work, they become a customer. BlueClerk converts leads to customers automatically when they're marked as Won.

Q: Can I convert a lead to a customer manually? A: Yes - change the lead status to "Won" and BlueClerk creates a customer record automatically, linking all previous estimates and communications.

Q: Can I delete leads? A: Yes, admins can delete leads from the review dialog. This permanently removes the lead and all associated notes.

Q: How do I know when I last contacted a lead? A: BlueClerk tracks the "Last Emailed" timestamp every time you send a follow-up email from the app. You can see this in the lead review dialog to identify prospects who need follow-up.

Q: Can I email leads from my own email client? A: Yes, but sending from BlueClerk tracks the follow-up timestamp automatically and keeps all communication history in one place. This helps you stay organized and never miss a follow-up.