Leads: From inquiry to customer
The leads module is your sales pipeline — where you handle new inquiries from potential customers, send quotes, and convert leads into paying customers. All gathered on an intuitive Kanban board.
The Kanban board
Leads appear as a Kanban board with columns representing each step in the sales process:
| Column | Description |
|---|---|
| New | New lead — not yet contacted |
| Contacted | You've reached out (call, SMS or email) |
| Qualified | The lead is relevant — you're working on a quote |
| Converted | The lead became a customer! 🎉 |
| Lost | The customer never replied or pulled out — e.g. chose a competitor |
| Declined | The customer declined the quote |
| Bad lead | A lead outside your service area — the lead automatically receives a polite rejection message |
Cards in each column are sorted with the newest on top. Click a card to open it, and change the status via the dropdown at the top of the side panel.
Display settings
- Card density — switch between detailed view (all fields visible) and compact view (just name and status)
- Per-column search — hover a column header to search within that column
- Advanced filters — filter by source, status and date range
- Archived leads — show/hide archived leads
Lead sources
Leads can enter the system in three ways:
1. Manual creation
Click Create lead and fill in contact details, address and source.
2. Meta / Facebook Ads
Clientflow integrates directly with Facebook Lead Ads:
- Go to Settings → Leads → Sources
- Connect your Facebook account
- Pick which forms to sync
- New leads from Facebook automatically appear in the "New" column
Each Facebook lead shows Meta attribution data (campaign, form, timestamp).
3. Webhook integration
For leads from website forms, landing pages or other systems:
4-step setup (Webhook Wizard):
- Create endpoint — Clientflow generates a unique URL you can send data to
- Test payload — Send a test submission from your system and Clientflow detects the data structure
- Field mapping — Map data fields to Clientflow fields (name, email, phone, address, optional custom fields)
- Activate — Turn the integration on
Tip: You can create custom fields directly in the mapping step. These fields show up on the lead card and lead detail page.
The lead detail page
Click a lead to open the detail page with two panels:
Left sidebar
- Contact details — name, email, phone, address
- Status and source badges
- Quick actions — Call, SMS, Email (opens the relevant communication channel)
- Custom fields — fields defined via webhook mapping
- Property info — details about the building
- Duplicate warning — if an automatic lead matches an existing contact, a warning is shown with the option to merge
- Webhook payload — for webhook leads, view the raw data that was received
- Nearby prices — pricing trends for leads in the same geographic area
Tabs
1. Quote This is where you build and send quotes directly from the lead page (see next section).
2. Communication Full communication history with the lead — email, SMS and internal notes.
Navigation
Use the arrow buttons on either side of the lead card to navigate to the previous or next lead in the same column — without going back to the board.
The quote builder
The quote builder is integrated directly into the lead detail page:
Build the quote
- Pick services from your service catalog
- For each service: adjust price, estimated time and optional notes
- Tiered pricing (optional) — create price tiers based on volume or frequency:
- E.g. "1–10 windows: 50 kr each, 11–20 windows: 45 kr each"
- Quote text — write a personal message to the customer
- Use template variables for dynamic content:
{contact_name}— the customer's name{address}— the customer's address{company_name}— your company name{offer}— marker for where the pricing table is inserted in the email
Preview
Switch between:
- Email preview — see what the quote looks like as an email
- SMS preview — see the short SMS version with a link
Send the quote
Pick a channel:
- Email — a fully formatted HTML email with quote table, signature and branding
- SMS — a short message with a link to the quote online
The quote is automatically saved as a draft, so you can work on it across multiple sessions.
Visual quotes
Clientflow supports visually rich quote templates with your branding:
- Create and manage templates in Settings → Leads → Quote link
- Templates are used for the online quote page the customer sees via the link
Quote status
| Status | Meaning |
|---|---|
| Draft | In progress — not sent to the customer |
| Sent | The quote has been sent — awaiting the customer's reply |
| Accepted | The customer accepted the quote |
| Declined | The customer declined the quote |
| Expired | The quote expired without a reply |
| Replaced | A newer quote has replaced this one |
Conversion: From lead to customer
When a lead accepts your quote (or you manually decide to convert), it's done in a few clicks — everything is already filled in for you:
- Click Convert to customer in the lead sidebar
- The conversion wizard opens with every detail pre-filled from the quote and the lead:
- Contact details and address from the lead
- All services and prices from the quote
- Notes — both your own notes from the quote and any notes from the lead submission
- Choose which package/tier the customer picked, and create a task or subscription directly from the wizard
- Click Convert — the lead moves to the "Converted" column and a new contact is created in the customer index
You don't have to type anything again — the conversion wizard gathers everything from the lead and quote process, so you just confirm and you're up and running.
Tip: All communication history from the lead phase is preserved and transferred to the new customer contact.
Duplicate handling
When an automatic lead (from Facebook or webhook) matches an existing contact:
- A duplicate warning is shown on the lead card and detail page
- You can choose to merge the lead with the existing contact
- Merging preserves all history from both sides
Lead administration
In Settings → Leads you'll find:
Sources
- Manage manual sources
- Set up Facebook integration
- Set up webhook endpoints
Templates
- Create and edit messages used for lead follow-up
Timeline
- See interaction history across all leads
Quote link
- Configure a custom domain for online quote pages
- Manage visual quote templates