Website lead: the cheat sheet

Molding Mart · CRM pipeline Leads · 9/17/2026

The board, left to right

Stage	What you do	Then
New Website Leads	Price it. Email the quote from the contact card, today. No product in the form: call first, ask what to price.	Quote Sent + Call Today
Pending Our Answer	Everyone not handled yesterday lands here by itself. Start your morning here, before new leads.	Quote Sent + Call Today
Quote Sent + Call Today	Task appears: call by 4:00 PM. Did they get it, what do they think? Fill the note.	Reached: pick an outcome. No answer: Follow up 1
Follow up 1 (After-Quote)	Customer gets a text by itself. Task appears: call at 8:00 AM tomorrow.	Reached: outcome. No answer: Lost, or Pending for a Week
Negotiations	They have the quote and are thinking. Note what holds them. Set your own task for the day they named.	Visit Expected, Order Placed or Lost
Visit Expected	Note what they want to see, for whoever is on the floor.	Order Placed or Lost
Pending for a Week	No answer twice, but worth a fight (contractor, big order). Note why, set your own tasks.	Any stage once reached. Lost by itself after 7 days
Order Placed	Move the card when they order. Invoice paid: put the QuickBooks amount in Value, mark Won.	Done

New Calls is for phone calls and not part of this flow yet. Leave those cards alone.

Sending the quote (and moving the card)

Open the deal card, click the customer's name at the top. The contact card opens.
In the conversation box, switch the channel to Email, write the quote, send.
On the same contact card, open Opportunities on the right, click the deal, change Stage, press Update.
Tick the task.

Deadlines

Todayquote goes out 4:00 PMcall about the quote (task appears by itself) 8:00 AM next daysecond call, Follow up 1 (task appears by itself) 7 daysPending for a Week closes as Lost by itself Your dateNegotiations and Pending for a Week: you set the task

Reasons a deal is Lost

Question about material
Price too high
Not in stock
Bought elsewhere
Not a customer
No answer after all attempts

Four rules

A note and a task before you move the cardNo note or no task: the work is not done.

The quote goes out from the CRM, todayFrom the contact card, never from your own mailbox.

Never leave a card in the first columnWhatever is left at closing moves to Pending Our Answer; clear it first thing tomorrow.

Every deal ends Won or LostWon: invoice paid, Value from QuickBooks. Lost: always with a reason.

The note: four lines, same labels every time

Product: Craftsman MDF baseboard 9/16 x 5-1/4 (filled in by the system)
Qty: 240 ft (15 pcs)
Quoted: $0.89/ft, $214 total, 180 ft in stock, rest Thursday
Next: he calls back tomorrow; if not, I call Wed morning

Texts the customer gets by itself

Lead lands: we got your request, price coming today.
Follow up 1: we emailed your quote and tried to call.
Lost after the second call: your quote is in your inbox, here is our address and hours.

You never type these. Your job is the quote and the calls in between.