Leads Overview

Leads are the entry point into your work pipeline in HomeGuild. They represent potential work opportunities—projects that clients are interested in but haven't yet been formalized into accepted...

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What Are Leads?

Leads are the entry point into your work pipeline in HomeGuild. They represent potential work opportunities—projects that clients are interested in but haven't yet been formalized into accepted estimates or active jobs.

Key Concept: Leads are opportunities in your business. They capture initial project information, track your progress from first contact through estimate submission, and help you manage the sales pipeline efficiently.

Why Use Leads?

Leads provide a structured way to:

  • Capture opportunities early in the sales process
  • Track project details before creating formal estimates
  • Schedule site visits and manage appointment workflows
  • Organize notes and photos during evaluation
  • Monitor pipeline status from initial contact to won business
  • Search and reference opportunities using AI-powered natural language

How Leads Work

The Pipeline Flow

Leads move through your workflow in stages:

Entry Point:

  1. Create Lead - Capture opportunity with contact info or existing customer
  2. Schedule Visit (optional) - Plan site visits to evaluate the project
  3. Take Notes & Photos (optional) - Collect details during evaluation
  4. Prepare Estimate - Create one or more estimates for the work
  5. Submit Estimate - Send proposal to client
  6. Win Business - Client accepts estimate
  7. Create Job - Convert to active work (manual step)
  8. Archive - Mark as complete or not pursued

Flexible Workflow:

  • You can enter the pipeline at any point (leads are not required to create estimates)
  • Steps can be skipped based on your process
  • Multiple estimates can be created for a single lead
  • Notes and photos can be added at any time

Lead Status

Leads automatically update their status based on actions taken:

  • New: Newly created lead, not yet scheduled
  • Scheduled: Lead has an appointment scheduled for evaluation
  • Pending: Estimate has been submitted, awaiting client decision
  • Won: Client has accepted the estimate
  • Archived: Lead has been completed or is no longer being pursued

Status Updates Automatically:

  • Creating a lead sets status to "New"
  • Scheduling a visit changes status to "Scheduled"
  • Submitting an estimate changes status to "Pending"
  • Accepting an estimate changes status to "Won"
  • You can manually archive leads at any time

Note: Status tracking is currently being improved. See a future update for planned enhancements including declined/lost status and validation rules.

Creating Leads

Lead Creation Options

You can create leads in two ways:

Option 1: With Contact Information Only

  • Provide first name and last name (or business name)
  • Add phone, email, and address
  • No customer record required yet

Option 2: With Existing Customer

  • Link to an existing customer who wants new or additional work
  • Customer's contact information is used by default
  • You can override or add alternative contact details for the specific lead

Minimum Requirements:

  • Title (descriptive name for the project)
  • Contact information (name, phone, email) OR existing customer

From the UI

  1. Navigate to Leads section
  2. Click to create a new lead
  3. Provide:
    • Title (required) - Descriptive name for the project
    • Contact Details - Name, phone, email, address (if no customer)
    • Customer - Select existing customer (alternative to contact details)
    • Description (optional) - Project details and requirements
  4. Save the lead

From the Agent

Use natural language to create leads quickly:

With Contact Information:

  • "Create lead for John Smith window replacement"
  • "New lead: Jane Doe kitchen remodel, phone 555-1234"
  • "Add lead for bathroom renovation at 123 Main St"

With Existing Customer:

  • "Create lead for Acme Inc office expansion"
  • "New lead for John Smith deck repair"
  • "Add lead for existing customer Jane Doe"

The Agent Handles:

  • Extracting title from your message
  • Identifying contact information
  • Determining if it's an existing customer
  • Creating the lead record immediately

Naming Leads (Important!)

The lead title is crucial for future interactions with the AI agent. Choose descriptive, memorable titles that combine:

Best Practice Format: Customer + Work Description

✅ Good Examples:

  • "John Smith Window Replacement"
  • "Jane Doe Kitchen Remodel"
  • "Acme Inc Office Expansion"
  • "ABC Company Parking Lot Resurfacing"

These names allow you to easily reference leads later:

  • "Create estimate for John Smith's window replacement"
  • "Schedule visit for Jane Doe's kitchen remodel"
  • "Add note to Acme's office expansion"

❌ Avoid:

  • "Window Job" (no customer reference)
  • "Project 1" (not descriptive)
  • "New Lead" (too generic)
  • "123 Main St" (location only, no work description)

Why This Matters: HomeGuild's AI agent can understand natural references to leads, but only if the titles are descriptive. Good naming speeds up your workflow significantly.

Lead Information

Required Fields

  • Title: Descriptive name for the project
  • Contact Information: Either provide name/phone/email OR link to existing customer

Optional Fields

  • Description: Detailed project information
  • Address: Service location (defaults to customer address if applicable)
  • Notes: Timestamped notes about the project
  • Photos: Images with titles and descriptions

Customer Relationship

No Customer Yet:

  • Lead stores contact information directly
  • Customer record will need to be created before submitting an estimate
  • Contact details remain on the lead for reference

With Existing Customer:

  • Customer's address and contact information are used by default
  • You can provide alternative contact details for this specific lead
  • Useful when work is at a different location or involves a different contact person

Creating the Customer: Before submitting an estimate, you must create a customer record. The lead's contact information makes this easy—you can quickly convert the lead contact details into a customer.

Working with Leads

Scheduling Visits

Schedule Feature:

  • Leads integrate with HomeGuild's schedule view
  • Schedule one or multiple visits for a single lead
  • Scheduled appointments appear on your calendar
  • Lead status automatically updates to "Scheduled"

Rescheduling:

  • Modify the date/time of an existing scheduled visit
  • Or add additional appointments if multiple visits are needed

From the Agent:

  • "Schedule visit for John Smith's window replacement on Friday at 10am"
  • "Add appointment for kitchen remodel lead next Tuesday"

Adding Notes

Notes Capabilities:

  • Add timestamped notes at any time
  • Capture details during site visits
  • Record client preferences or special instructions
  • Document anything not appropriate for the estimate itself
  • Notes are searchable by the AI agent

From the UI:

  1. Open lead detail view
  2. Add note section
  3. Type your note
  4. Save (timestamp is automatic)

From the Agent:

  • "Add note to John Smith's lead: client prefers low-VOC paint"
  • "Note for kitchen remodel: budget is $30k max"

Note: Multi-user attribution is not yet supported (all notes show timestamp only).

Adding Photos

Photo Capabilities:

  • Upload photos with titles and descriptions
  • Capture project details visually during evaluation
  • Reference photos when preparing estimates
  • Photos remain with the lead for future reference

From the UI:

  1. Open lead detail view
  2. Add photo section
  3. Upload image
  4. Add title and description
  5. Save

From the Agent:

  • "Add photo to John Smith's lead"
  • "Upload picture for kitchen remodel"

Note: Photos cannot currently be embedded in estimates, but this feature is planned. See a future update.

Preparing Estimates

Single Estimate:

  1. Open lead detail view
  2. Click "Create Estimate"
  3. Lead and customer info are pre-populated
  4. Add line items and details
  5. Submit to client

Multiple Estimates:

  • Create multiple estimates for a single lead
  • Useful for offering different options or pricing tiers
  • Useful for multi-phase projects
  • Each estimate can be submitted independently
  • Accepting any estimate marks the lead as "Won"

Estimate Revisions:

  • Submitted estimates cannot be edited (they're locked)
  • If client rejects an estimate, you can create a revised version
  • Each revision is a separate estimate record

From the Agent:

  • "Create estimate for John Smith's window replacement"
  • "Prepare estimate for kitchen remodel lead"

Important: Estimates can be created without leads—you can enter the pipeline at any point. Leads simply provide structure and tracking for the sales process.

Updating Lead Information

What Can Be Updated:

  • Title
  • Description
  • Contact information (phone, email)
  • Address
  • Status (manual archive)

From the UI:

  1. Open lead detail view
  2. Edit the section you want to change
  3. Save updates

From the Agent:

  • "Update John Smith's lead description"
  • "Change phone number for kitchen remodel lead to 555-9876"
  • "Update address for window replacement lead"

Note: Status is typically updated automatically based on actions, but you can manually archive leads at any time.

Finding Leads

Search from the UI

In the Leads List:

  1. Navigate to Leads section
  2. Use the search field
  3. Type lead title, customer name, or details
  4. Results filter in real-time

Filter Options:

  • Filter by status (New, Scheduled, Pending, Won, Archived)
  • Filter by date range
  • Sort by date (newest/oldest first)
  • Sort by status

Advanced Filtering: The UI provides standard filters (status, date), while the AI agent supports more sophisticated searches based on any criteria it can understand.

Search from the Agent

The AI agent provides powerful natural language search:

Simple Searches:

  • "Find lead for John Smith"
  • "Search for window replacement leads"
  • "Show me kitchen remodel leads"

Criteria-Based Searches:

  • "Find leads with estimates over $10,000"
  • "Search for pending leads from last month"
  • "Show me won leads this quarter"
  • "Find leads in New York"

Status Searches:

  • "What leads need my attention?"
  • "Show me new leads that aren't scheduled"
  • "What's urgent this week?"

The Agent Handles:

  • Searching across titles, descriptions, and notes
  • Understanding fuzzy/partial matches
  • Logic-based filtering beyond simple keywords
  • Presenting results for selection

Lead Status and Workflow

Status Transitions

Typical Flow:

New → Scheduled → Pending → Won → Archived

Common Variations:

New → Pending (skip scheduling if no visit needed)
New → Archived (lead not pursued)
Scheduled → Archived (client cancels before estimate)
Pending → Pending (revised estimate submitted)

Status Changes Automatically When:

  • You schedule an appointment (New → Scheduled)
  • You submit an estimate (Scheduled → Pending, or New → Pending)
  • Client accepts an estimate (Pending → Won)

Manual Status Changes:

  • Archive at any point when lead is no longer being pursued

After Winning a Lead

Next Steps:

  1. Lead is marked as "Won"
  2. Manually create a Job for the accepted estimate
  3. Job becomes the active work record
  4. Lead remains for reference and tracking

Note: Automatic job creation is planned as an optional setting. See a future update.

Best Practices

Creating Leads

✅ Do This:

  • Use descriptive titles (customer + work description)
  • Capture contact details early
  • Add descriptions to help future evaluation
  • Link to existing customers when applicable
  • Create leads promptly when opportunities arise

❌ Avoid This:

  • Generic titles that lack context
  • Creating duplicate leads for the same opportunity
  • Leaving contact information incomplete
  • Forgetting to update status manually when needed

During Evaluation

Take Good Notes:

  • Document client preferences and requirements
  • Record budget discussions
  • Note special conditions or challenges
  • Capture timeline expectations
  • Include anything not appropriate for the estimate

Use Photos Effectively:

  • Take photos of work areas
  • Capture condition of existing work
  • Document measurements or dimensions
  • Add descriptive titles and notes to photos
  • Reference photos when preparing estimates

Managing Your Pipeline

Stay Organized:

  • Schedule visits promptly for new leads
  • Follow up on pending estimates
  • Archive leads that aren't being pursued
  • Use consistent naming for easy search
  • Leverage AI agent for pipeline overview ("What needs my attention?")

Timeframes:

  • Move leads through stages at your own pace
  • No required timeframes for status transitions
  • Archive completed or abandoned leads to keep pipeline clean

Common Questions

Q: What's the minimum information needed to create a lead? A: You need a title (project description) and either contact information (name, phone, email) OR an existing customer.

Q: Do I need to create a customer before creating a lead? A: No. You can create a lead with just contact information. However, you'll need to create a customer record before submitting an estimate.

Q: Can I create multiple estimates for one lead? A: Yes. This is useful for offering different options, pricing tiers, or multi-phase projects. Accepting any estimate marks the lead as "Won."

Q: What happens to lead status if a client rejects an estimate? A: Currently, the status remains "Pending." A "Declined" status is planned to better track rejected opportunities. See a future update.

Q: How do I reschedule a lead visit? A: You can modify the existing scheduled event, or add additional appointments if multiple visits are needed.

Q: Can I skip scheduling and go straight to preparing an estimate? A: Yes. Status updates based on actions taken, so if you create a lead and immediately submit an estimate, it will skip "Scheduled" and go to "Pending."

Q: What happens after a lead is marked as "Won"? A: You manually create a Job for the accepted estimate. The job becomes the active work record. Automatic job creation is planned as an optional feature. See a future update.

Q: Can I delete leads? A: Leads can be deleted if they have no associated estimates, jobs, or other objects. Holistic deletion is being improved. See a future update.

Q: Can multiple users add notes to leads? A: Multi-user support is not yet implemented. Notes are timestamped but don't show which user created them.

Q: Can I include photos in estimates? A: Not currently, but this feature is planned. See a future update. For now, photos attached to leads can be referenced when preparing estimates.

Q: How does the AI agent search lead descriptions and notes? A: The agent can search across all lead fields including titles, descriptions, and notes. It understands natural language and can perform logic-based searches beyond simple keyword matching.

Q: Can I convert a lead contact into a customer? A: Yes. When creating a customer, you can use the contact information stored in the lead to populate the customer record.

Q: What happens to a lead if the associated customer is deleted? A: This scenario is part of the holistic deletion improvements. See a future update.

Q: Can I mark a lead as "Won" without creating an estimate first? A: Currently yes, but validation rules are being improved. Best practice is to create and accept an estimate before marking as "Won." See a future update.

Q: How do I know which estimate was accepted for a "Won" lead? A: The estimate detail will show its acceptance status. Lead status reflects any estimate being accepted.

Q: Can I reopen an archived lead? A: Yes. You can update the status from "Archived" back to any active status if the opportunity resurfaces.

Q: What's the difference between archiving as "completed" vs "not pursued"? A: Currently, there's only one "Archived" status. Enhanced archiving with completion reasons is planned. See a future update.

Summary

Leads are your pipeline's starting point in HomeGuild:

  • Entry point for new business opportunities
  • Flexible workflow - enter at any stage, skip steps as needed
  • Track progress from initial contact through won business
  • Organize details with notes, photos, descriptions, and scheduling
  • Prepare estimates - single or multiple options per lead
  • AI-powered - search and interact using natural language
  • Status tracking - automatic updates based on actions taken

Use descriptive lead titles, capture details early, and leverage the AI agent to manage your pipeline efficiently.

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