Who this is for: Managers | Series: Pipeline & Follow-Up Reminders — Part 1 of 2
📋 Pipeline & Follow-Up Reminders
- Part 1: Move Leads Through Your Prospect Pipeline — You are here
- Part 2: Set Follow-Up Reminders on Your Estimates
Your Prospect Pipeline is a Kanban board where every lead lives from first contact to closed deal. Every prospect has a card. Every card has a stage. Moving a card through stages is how you know what’s active, what needs attention, and what you’ve won or lost.
The Pipeline tab #
Open the Prospect Pipeline from the home screen. The Pipeline tab is the default view — a horizontal Kanban board with four columns, one for each active stage:
- New Lead — someone you’ve identified but haven’t contacted yet
- Contacted — you’ve reached out; waiting for a response or scheduled a visit
- Estimate Sent — you’ve presented or sent a price; they’re considering it
- Negotiating — active back-and-forth; close to a decision
Each column shows the stage name, the count of prospects in that stage, and the total estimated value of all prospects in that column. A search bar at the top filters prospects across all stages.
Reading a prospect card #
Each card in the Kanban shows everything relevant about a prospect at a glance:
- Name and company at the top
- Estimated job value in your accent color, when set
- Follow-up date with a calendar icon — turns red with an exclamation mark when overdue
- Lead source icon when a source is recorded
- Owner name in orange when a rep is assigned, or “Unassigned” when not
- Touch counter — the number of outreach attempts recorded, with − and + buttons to update it inline without opening the card
Advancing a prospect to the next stage #
Tap the chevron arrow button in the top-right corner of a prospect card to advance it one stage forward. New Lead → Contacted → Estimate Sent → Negotiating. Each tap moves the card one column to the right.
To open the full prospect detail and edit any field, tap the card itself. Tapping the card doesn’t advance the stage — that’s what the chevron is for.
Closing a deal — Won or Lost #
Won and Lost are not columns on the Kanban board — they’re final states set from inside the prospect’s detail view. Open the card, tap to edit, and mark the outcome there. When you mark a prospect Lost, you’ll be prompted to record a reason: Price too high, Competitor chosen, Budget cut, No response, Scope changed, Client postponed, or Other. That data feeds your win/loss analytics over time.
The Won/Lost summary strip below the Kanban columns shows your running totals — count, total value of won deals, and average touches to close for both Won and Lost.
Adding a new prospect #
Tap + in the top-right toolbar to add a new lead directly to New Lead, or tap the Add button at the bottom of any column to add directly to that stage.
The New Prospect sheet opens with these sections:
- Contact — Name (required), Company, Title / Role, Website, Phone, Phone 2, Email
- Address — Street, Apt / Suite, City, State, ZIP
- Social — LinkedIn URL for ProspectIQ research
- Deal — Estimated Value, Lead Source (with custom description option)
- Lead Classification — Lead Type and Interest Level
- Lead Ownership — Primary Owner, Co-Owner, commission split percentage
- Follow-up — toggle on to set a follow-up reminder date (see Part 2)
- Notes — anything relevant about this prospect
Tap Add to save. The prospect card appears in the selected column immediately.
My Activity tab #
The My Activity tab is your daily sales log — calls made, deals closed, outreach activity. Tap Log Today to record your numbers for the day. Your running totals accumulate over time and give you a clear picture of how many touches it takes you to close a deal and whether your activity level matches your income goals. Tap View Full History to see your log across all days.
✅ Next step
Once a prospect has an estimate, set a follow-up reminder so you don’t forget to close it.
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