From prospect to paid client: the CRM path

Each step of the CRM lives on its own page, so it can feel scattered. It is one line: prospect → lead → client and company → quote → contract → project → invoice. This guide walks that line and links the guide for each step.

1. Find prospects with the Search Tool

1. Open Office › CRM › Sales · /office/crm/sales. It opens on the “Search Tool” tab.
2. In “Where to search”, type a ZIP, a city and state, or both (or use the location button). Pick a “Max distance”.
3. Optional: under “Industries”, pick a few, or type one in “Or name an industry”. Pick none and the search matches your equipment.
4. Click “Search”. The results are saved for you and the page moves to the “Prospects” tab.

The matches come from your gear, so add it first on Office › Equipment › Equipment (see Add your drone).

2. Prospect → lead → client

• Prospects tab: businesses you haven’t worked yet. Click “Lead” on a card when one is worth a call. To move several, tick them: the “Convert selected” button then reads “Convert 3 to Leads” (for three).
• Leads tab: the ones you’re working. The new lead is named after the business; use “Edit” to add the person you talk to, and log your calls with “Log Call”.
• When they say yes, click “Convert to Client” on the lead’s row. They now show as a client on Office › CRM › Contacts.

Add their business on Office › CRM › Companies with “Add Company”: a lead doesn’t make the company record for you. More on contacts and companies: Add a client and Clients: Prospects, Leads, and Your Book of Business.

3. Quote, contract, project, invoice

1. Quote. Click “Quote” on the client’s page, or follow Send a quote on Office › Money › Quotes.
2. Contract. On the accepted quote, click “Generate Contract”. It lands on Office › CRM › Contracts, ready for “Send for signature”.
3. Project. Create a project for the job and pick the client as its point of contact.
4. Invoice. When the work is delivered, create and send an invoice on Office › Money › Invoices.

See it all on the CRM Dashboard

Office › CRM › Dashboard · /office/crm/dashboard is the “Business Command Center”: “Lead Radar” (your best-fit prospects), “Your next best moves”, “Pipeline” and “Client & contract health”. It is in the left menu now; you don’t need to type its address.

Common questions

What are the numbers, and the zeros, next to my prospects? On the Prospects tab it is the “Match score”, 0 to 100, set when the Search Tool found the business: how well its industry fits your equipment, plus points for a phone number, a website, and its Google rating and reviews. “Lead Radar” calls 85 and up “High fit”, 70 and up “Good fit”. A 0 there means no match score was saved for that business.

On the Leads tab, the “Score” column is a different number. It counts their details (email, phone, job title, company), recent calls and other activity, tasks, tags and deals. A new lead shows 0 until it is first worked out: that happens when you log a call or a task, add a tag or a deal, or click the “Score: ” badge on the lead’s own page.

Do I have to use every step? No. A client who calls you can go straight in with “Add Lead” or “Add Contact”; skip to the quote from there.