Help Guide

Everything you need to track leads, follow up, and close deals.

Getting Started

After signing up, you land on your Dashboard. This shows your pipeline at a glance: total leads, new leads this week, deals won, follow-ups due, and your hottest leads by score.

Adding your first lead

1. Click the + button (bottom-right corner on any page)
2. Enter the lead's name, email, company, and source
3. Set a status (defaults to "New") and priority
4. Save. The lead appears in your pipeline immediately.

Importing leads from a spreadsheet

Go to Leads and click Import CSV. Upload a .csv file with your leads. You'll map each column to the right field (name, email, phone, company, source, status, priority, value). Duplicates are flagged by email before import.

Managing Leads

The Leads page is your main workspace. Every lead in your organization lives here.

Searching and filtering

Use the search bar to find leads by name, email, company, or phone. Filter by status, source, or priority using the dropdowns. Combine filters to narrow down exactly what you need.

Sorting

Click any column header to sort. Click again to reverse. Sort by name, company, status, value, score, or date created.

Editing a lead

Click any lead to open its detail view. Edit fields inline. Changes save when you click away or press Save. Every edit is logged in the activity timeline.

Archiving leads

Archive leads you no longer need (lost deals, duplicates, junk). Archived leads disappear from your main list but aren't deleted. Toggle "Show archived" to see them. Unarchive anytime.

Custom fields

Add custom key/value fields to any lead for information that doesn't fit the standard fields (industry, company size, referral source detail, etc.).

Pipeline & Statuses

Every lead has a status that shows where it stands in your process:

• New — just added, no contact yet
• Contacted — you've reached out at least once
• Qualified — they're a real opportunity
• Quoted — you've sent a price or proposal
• Won — deal closed, money coming
• Lost — didn't work out (log a reason for future reference)

Change status from the lead detail view or directly from the leads list. Status changes are logged in activities so you can see the full journey.

Logging Communications

Every call, email, or meeting with a lead should be logged. This gives your team full context without asking "did anyone talk to this person?"

Adding a communication

1. Open a lead's detail view
2. Click Log Communication
3. Choose the type: Call, Email, Meeting, Text, or Other
4. Set direction (inbound or outbound), add a subject and notes
5. Save. It appears in the lead's timeline.

BCC email logging

Each lead gets a unique BCC email address. Add it to the BCC field when you send emails from your regular inbox, and the email content is automatically logged to that lead's timeline. Find the BCC address in the lead detail view under "BCC Token."

Tasks & Follow-Up Reminders

Tasks are the follow-up system. Create a task tied to a lead with a due date, and you'll see it in your task list and on your dashboard when it's due.

Creating a task

1. From a lead's detail view, click Add Task
2. Enter a title (e.g., "Follow up on proposal," "Send contract")
3. Set a due date and priority
4. Save. It shows up in the Tasks tab and on your dashboard if overdue.

Daily reminder emails

LeadWiseSystem sends you a daily digest email listing:

• Leads that need follow-up (no contact in 7+ days)
• Tasks that are due or overdue

Configure your reminder preferences in Settings:

• Time: Choose when you get the email (6 AM to 6 PM, in your timezone)
• Days: Choose which days (skip weekends if you want)
• Toggle: Turn reminders on or off entirely

Lead Scoring

Every lead gets a score from 0 to 100 based on how engaged and valuable they are. Higher scores mean hotter leads that deserve your attention first.

What affects the score

• Recency of contact — recent communications boost the score
• Deal value — higher estimated value = higher score
• Pipeline stage — qualified/quoted leads score higher than new ones
• Activity level — more logged interactions = higher engagement
• Decay — scores drop over time if you don't interact with the lead

Scores recalculate automatically when you update a lead, log a communication, or complete a task. A nightly job also recalculates all scores to apply time decay.

Viewing scores

Scores appear on the leads list, lead detail view, and the "Hot Leads" section of your dashboard. Sort the leads list by score to see your best opportunities at the top.

Team & Assignments

Invite team members from Settings > Team. Each person gets their own login and can see all leads in your organization.

Roles

• Owner — full access, billing, can delete the org
• Admin — full access, can invite/remove users, can't manage billing
• Member — can create, edit, and view all leads and communications
• Viewer — read-only access, can't create or edit anything

Assigning leads

Assign a lead to any team member from the lead detail view. The assigned person gets an email notification. Filter the leads list by "Assigned to" to see who's working what.

Reports

The Reports page gives you a read on how things are going without needing to build spreadsheets.

Available reports

• Pipeline — lead count by status, total pipeline value
• Conversion — leads created vs. won vs. lost over a time period, with conversion rate
• Sources — which lead sources produce the most wins
• Team performance — leads and activity per team member
• Deal value — pipeline value by stage, average deal size
• Overdue tasks — tasks past their due date that need attention

How lead scoring works (detail)

The scoring formula weighs five factors. Each produces a component score, and they're summed to produce the 0-100 total:

• Recency (0-30 pts) — When was the last communication? Contact in the last 3 days = full points. Decays to 0 by day 30.
• Value (0-25 pts) — Estimated deal value compared to your org's average. Higher relative value = more points.
• Stage (0-20 pts) — Quoted leads score higher than contacted, which score higher than new.
• Activity (0-15 pts) — Total communications logged. More touchpoints = more engaged.
• Momentum (0-10 pts) — Recent activity trend. Increasing contact frequency boosts this.

Settings & Account

Profile

Update your name and email from Settings > Profile.

Password

Change your password from Settings > Password. You'll need your current password to set a new one.

Timezone

Set your timezone in Settings. This controls when you receive reminder emails and how dates display throughout the app.

Reminders

Configure daily digest emails: toggle on/off, set delivery time, choose active days. See the Tasks & Follow-Up Reminders section above.

Jobs & Time Tracking

The Jobs module lets you schedule work, track time, log expenses, and convert completed jobs directly into invoices.

Creating a job

1. Go to Jobs in the left sidebar
2. Click + New Job
3. Enter the job title, link it to a customer (optional), assign it to a team member, and set a date and time
4. Save. The job appears in your calendar-style view grouped by date.

Tracking time

Click the ⏱ Time button on any job. Log hours, an hourly rate, and mark entries as billable or non-billable. Billable hours roll up into the invoice automatically.

Logging expenses

Click 🧾 Expenses to add materials, equipment, or other costs. Choose a category and enter the amount. These appear in the job profitability report.

Converting a job to an invoice

When the job is done, click 📄 Invoice. All billable time entries are consolidated into a single Labor line item. The invoice is created as a draft — you can add or edit line items before sending.

Recurring jobs

Check Recurring Job when creating or editing a job. Choose daily, weekly, bi-weekly, monthly, or quarterly. When you mark the job complete, the next occurrence is automatically scheduled.

Job reports

Go to Reports and scroll to the Job & Labor Reports section to see:

• Job Profitability — revenue vs. labor cost vs. expenses per job
• Hours by Assignee — total and billable hours per team member
• Team Productivity — jobs completed and revenue per person

Billing & Plans

LeadWiseSystem has three plans:

• Solo ($7.99/mo or $79.99/yr) — 1 user, 100 leads, all features
• Starter ($29/mo or $290/yr) — 5 users, 1,000 leads, all features
• Pro ($79/mo or $790/yr) — 25 users, unlimited leads, all features

All plans include the same features: lead tracking, scoring, reminders, communications, tasks, reports, CSV import, and team assignments. Plans differ by user count and lead limits.

Manage your subscription from Settings > Billing. Upgrade, downgrade, or cancel anytime. Billing is handled through Stripe.

Security

• Passwords are hashed with bcrypt (never stored in plaintext)
• All connections use TLS encryption
• JWT tokens expire after 24 hours
• Login is rate-limited (5 attempts per 15 minutes) with account lockout
• All data is org-scoped. You can only see your organization's leads.
• Admin actions are logged to an audit trail

For more details, see our Security page.