Enquiries (your sales pipeline)

Whether a lead comes in by phone, email, your website or word of mouth, log it in Enquiries and it becomes a card you move through your pipeline. Keep the brief, your notes, follow-up tasks and any quotes together in one place, so nothing slips through the cracks before it becomes a real job.

Logging and managing an enquiry

1. Log the enquiry. Click "New enquiry", choose the client and add a short line on what they need. A title, the site, where the lead came from, who owns it and a rough value are all optional and can be filled in later.
2. Move it through the stages. On the board, drag the card from one column to the next as things progress - New, Contacted, Awaiting response, Follow-up required, Survey booked, Quoted. You can also change the stage from the coloured badge at the top of the enquiry page.
3. Add notes. Open the Notes tab and log what happened - a call, an email, a site visit - then click "Log note". Each note is stamped with who wrote it and when.
4. Set follow-up tasks. In the Tasks card, add what needs doing, who it's assigned to and, if useful, a due date. Tick a task off once it's done; anything overdue is flagged automatically.
5. Create a quote. Use "Create quote" on the enquiry page or from the Quotes tab. It opens a new quote already linked to this enquiry and client, and the quote then shows up on the enquiry's Quotes tab with its status and total.
6. Convert to a job. Once you've won the work, click "Convert to job" to create a new job pre-filled from the enquiry and linked to it. If the job already exists, use the small arrow next to the button to link to it instead - search for the job and pick it, and the enquiry is tied to that job rather than creating a new one.
7. Mark it lost. If it doesn't go ahead, set the stage to Lost. You'll be offered a quick reason - Price, Timing, No response, Went elsewhere, Not proceeding or Other - and a note, but you can skip both.

Good to know

• The pipeline has six active stages - New, Contacted, Awaiting response, Follow-up required, Survey booked and Quoted - plus two closed stages, Won and Lost. Use the Active/Closed toggle on the board, or the Active, All and Closed tabs in the list, to review closed leads separately.
• The board and the list are two views of the same enquiries. The board is a drag-and-drop pipeline; the list is a sortable table you can order by value or last activity. Both share the same search box and the Owner and Source filters.
• Every note you log also appears in the Activity timeline, which is the fuller picture - it records the enquiry being created, stage changes, tasks, quotes and conversions too. Some entries are added automatically by the system and are marked as such.
• Tasks can have an assignee and an optional due date. An incomplete task past its due date is marked overdue, and flagged on the card or with a "Chase overdue" badge in the list.
• Converting an enquiry creates a linked job, numbered using your project prefix, automatically sets the enquiry's stage to Won and records it in the activity log. Converting again won't create a duplicate - it just reopens the job you already have.
• Prefer to link to a job you've already created? Use "Link to an existing job" instead of converting. It points that job at the enquiry, marks the enquiry Won and carries over any quotes that aren't already on a job. Only jobs that aren't already linked to another enquiry are offered.
• If you give a reason for marking an enquiry Lost, it shows on the enquiry's "Marked as lost" banner. Moving the enquiry back out of Lost clears the stored reason.
• Every enquiry gets its own reference, such as ENQ247, shown on its card and page - handy for bookmarking or sharing a link that will keep working.
• You can set an owner (the team member responsible for the lead, defaulting to whoever created it) and a source (where the lead came from), and filter the board or list by either.
• Alongside the built-in sources - Phone, Email, Website, Referral, WhatsApp - you can add your own, such as Trade counter or LinkedIn, under Settings > Enquiries. Your custom sources appear in the source picker and in the Source filter, grouped under "Your sources". Removing one only takes it off the picklist; enquiries already tagged with it keep the label.
• You can enable a private forwarding address for your workspace under Settings > Enquiries. Forward (or auto-forward via a Gmail or Outlook filter) a customer email to it and a new enquiry is created automatically - the subject becomes the title, the message becomes the description, the sender is matched to an existing client or a new contact is created for them, the source is set to Email, and the original email is saved as the first note. Only emails forwarded by someone in your workspace are accepted, so strangers can't create enquiries.
• Logging a note, adding a task, changing the stage or converting all update the enquiry's last activity date, which is how the list sorts by default.