Leads
A lead is the lightest record in the Sales module — it captures an enquiry before the person is a formal customer. Leads let your team log walk-ins, phone enquiries, and referrals quickly, qualify them over time, and promote the serious ones into Buyer parties that can receive quotations and Sales Orders.
Capturing a Lead
Open Sales → Leads and choose New Lead. A lead needs only a few details to get started, so capturing one takes seconds even on a busy sales desk.
| Field | Required | Notes |
|---|---|---|
| First Name | Yes | 2–255 characters |
| Last Name | Yes | 2–255 characters |
| Phone | Yes | Valid 10-digit Indian mobile (starts 6–9). Must be unique within your organization |
| No | Standard email format | |
| Address | No | Free text |
| Priority | No | High, Medium, or Low |
| Notes | No | Free text — e.g. "Interested in 2BHK plots" |
The phone number is the unique key for a lead. If you try to save a second lead with a number that already exists, the system blocks it with "A lead with this phone number already exists." This prevents two salespeople from working the same prospect as separate records.
Lead Statuses
A newly created lead always starts as NEW. When the prospect becomes a real customer and you convert them, the lead moves to CONVERTED. The status is managed by the system as you act on the lead — you do not set it manually.
Assigning and Prioritising
Use the Priority field (High / Medium / Low) to flag how hot a lead is, and the Notes field to record what the prospect is looking for and any follow-up commitments. The Leads list supports search by name, phone, or email and can be filtered by priority, so a Sales Head can quickly pull every High-priority lead that needs a call today. Sorting is available on name, phone, email, status, and creation date.
Converting a Lead to a Buyer
When a lead is ready to transact, convert it into a Buyer party. Only buyer-type parties can be placed on quotations and Sales Orders, so this step is the bridge from "enquiry" to "customer".
Open the lead and choose Convert to Buyer. The system handles the conversion intelligently and idempotently — running it twice never creates duplicates:
- If a party with the same phone number already exists in your organization, the lead is linked to that existing buyer instead of creating a new one.
- If the lead was already converted, you simply get back the buyer that was created earlier, with a message confirming it.
- Otherwise, a new Individual party of type Buyer is created using the lead's name, phone, email, and address.
After conversion the lead's status becomes CONVERTED, and the new (or linked) buyer is available everywhere parties are used — see Parties. Every conversion is written to the audit trail with who did it and which party resulted.
You do not have to convert immediately. Keep nurturing a lead as NEW for as long as you like; convert only when you are about to issue a quotation or take a booking. This keeps your Parties master free of speculative records.
Deleting a Lead
Leads are removed with a soft delete — the record is hidden from the list but retained for audit. Deleting a lead does not affect any buyer party it was already converted into.
Next Step
Once your lead is a Buyer, move on to Quotations to price the units they are interested in and place a hold while they decide.