Molding Mart · Sales Team

Every website lead, from the form to a closed deal

The whole process on one picture. A request lands from the website on the left, follow the arrows to the right. Step by step notes are underneath.

Texts to the customer and tasks for you appear by themselves along the way; the steps below say where.

Swipe sideways to see the whole map.

deal is Won deal is Lost, reason required a decision you make

Four rules the whole thing rests on

A note and a task before you move the card The note says what happened (Qty, Quoted, Next), the task says when you act next. No note or no task: the work is not done.

The quote goes out from the contact card, today Email it from the contact card in the CRM, not from your own mailbox. What we quoted stays on record, and the customer has a price the day they asked.

Never leave a card in the first column New Website Leads is an inbox. Whatever is left at closing moves to Pending Our Answer by itself, and that column is the first thing you clear tomorrow.

Every deal ends Won or Lost Won: invoice paid, amount from QuickBooks in Value, then mark it Won. Lost: by hand, always with a reason.

The same thing step by step

A form comes in from the site

The card appears in New Website Leads by itself, with three things: a text to the customer (we are on it), a task Send the quote today on your list, and a note on the deal with the product from the form already filled in.

You send the quote, today

Price it, then send the email from the contact card: click the customer's name on the deal card, the contact opens, and the email goes out from there. From that same contact card open the deal and change its stage to Quote Sent + Call Today. Tick the task. No product in the form? Call first, ask what to price.

Everyone you did not get to today moves to Pending Our Answer. Tomorrow, start with them.

You call about the quote, by 4:00 PM

A task Call about the quote appears by itself, due 4:00 PM (we close at 4:30, 2:00 on Saturday). Call, ask if they got it and what they think, fill in the note.

Reached them: step 6. No answer: tick the task, move the card to Follow up 1 (After-Quote).

Second try, tomorrow at 8:00 AM

The customer gets a text by itself (we sent your quote, we tried to call), and a task for 8:00 AM tomorrow appears by itself. Call. Reached them: step 6. No answer: Lost, reason No answer after all attempts; the last text with our address goes out by itself.

Worth fighting for? Pending for a Week

Two calls, no answer, but it is a contractor or a big order: move the card to Pending for a Week instead of Lost. Note why, set your own tasks. Reach them and the card moves on; seven days with no movement and it is closed as Lost by itself.

They answered. Pick where the card goes

Negotiations: thinking it over. Note what is holding them, set a task for the day they named. No automatic reminders here.

Visit Expected: driving over. Note what they want to see, for whoever is on the floor.

Order Placed: they ordered. Move the card now; when the invoice is paid, put the QuickBooks amount in Value and mark it Won.

Lost: not buying, or a contractor only checking a price. Pick the reason.

Pending Our Answer: you owe them a stock check or a lead time first. Note it, answer within the hour.

The note: four lines, always the same

What a filled note looks like

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

Product comes from the form. The other three are yours after the call. How to write them: handbook, section 6.

Reasons a deal is Lost

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

The reason is not paperwork. It is how we learn what to keep in stock, what to price differently and where we keep losing people.

The board at a glance

Stage	What it means	What you do	Where it goes next
New Website Leads	Form from the site, with a task and a started note	Send the quote today, from the contact card	Quote Sent + Call Today; at closing, Pending Our Answer by itself
Pending Our Answer	Waiting on us: yesterday's leads, or a check we promised	First thing in the morning: quote or answer	Quote Sent + Call Today
Quote Sent + Call Today	Quote is out, call due 4:00 PM	Call, fill the note	Reached: an outcome. No answer: Follow up 1
Follow up 1 (After-Quote)	First call failed; customer got a text	Call at 8:00 AM	Reached: an outcome. No answer: Lost, or Pending for a Week
Negotiations	They have the quote and are thinking	Note plus a task for the day they named	Visit Expected, Order Placed, or Lost with a reason
Visit Expected	They are coming to the store	Note what they want to see	Order Placed after the visit, or Lost with a reason
Pending for a Week	No answer twice, still trying	Your own tasks, a note on why	Any stage once reached; Lost by itself after 7 days
Order Placed	They ordered	Invoice paid: Value from QuickBooks, mark Won	Done

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

What the customer gets automatically

Message 1 · new website lead

Thanks for reaching out to Molding Mart. We have your request and will send you a price today.

Message 2 · the card moves to Follow up 1

Hi, this is Molding Mart. We emailed your quote and tried to call to make sure it arrived. Take a look when you can, and reply here if anything on it needs a change.

Message 3 · closed as Lost after the second call

Molding Mart here. Your quote is in your inbox whenever you need it. Questions, or want to see the profiles in person? Call [store phone] or come by: 9815 Business Park Dr, unit #4, Sacramento, CA 95827, [store hours].

These three go out on their own. You never type them.