How to track sales leads

Record five things for every lead: where it came from, what they want, its stage, the next step with a date, and the likely value. View leads as a pipeline, review it for ten minutes each week, and track a few numbers: leads by source, how many become sales, and how long they take.

Why tracking matters

Without tracking, you know you are busy but not why. You cannot tell whether the Facebook ad, the Google listing or word of mouth brings the customers who actually pay. And you cannot see the quotes that are slowly going cold.

The five fields every lead needs

That is enough. Every extra field is one more thing that will not get filled in on a busy day. If you use a CRM that captures enquiries automatically, source and need can often be filled for you.

Use a pipeline view

A pipeline shows leads as cards in columns, one column per stage. It turns a long list into a picture: a crowded quoted column means follow-ups are due, an empty new column means your marketing has gone quiet.

Where Kahu fitsKahu CRMEvery enquiry from your site, WhatsApp and email lands in Kahu CRM automatically, with the next follow-up already drafted.Site, WhatsApp and email enquiries in one listFollow-ups drafted, waiting for your yesNothing typed in by handSee Kahu CRM →Leads · this week3 waiting on youAroha TaneAsked for a valuation · 2h agoFollow-up draftedJMJames MooreWebsite form · quote sent MonRepliedPWPriya WalkerEmail · quiet 6 daysNudge Tue 9am

The ten-minute weekly review

1. 1Clear the overdueAny lead with a next step in the past gets action today or a new date.
2. 2Close the staleLeads with no response after several follow-ups move to lost, with a reason.
3. 3Check the newEvery new lead has had a reply and has a next step.
4. 4Glance at the numbersCompare this week with the last few. Look for trends, not single weeks.

The numbers worth watching

• Leads by source: which channels bring enquiries.
• Won by source: which channels bring paying customers. Often a different answer.
• Win rate: won leads divided by closed leads.
• Time to first reply: slow replies usually show up here first.
• Lost reasons: price, timing, no reply or went elsewhere.

Frequently asked questions