What is a Lead?

A Lead represents individuals or organizations that may be interested in your products or services but are not yet your customers.

This could be:

• A business card collected at an event,
• A form filled out on the website,
• A referral,
• A person with initial contact

A Lead is the first gateway to a potential company or sales opportunity. Therefore, proper and organized management of Lead records is critical for the healthy progress of the sales process.

Leads in Robosme:

• Are easily recorded
• Are tracked throughout the process
• Are converted to Company, Contact, or Sales at the right time

How Does the Process Progress with a Lead?

When a Lead is created, it exists as an independent record in the system. At this stage, the Lead:

• Is not yet a Company
• Is not yet a Contact
• Is not yet a Sale

The Lead is the starting point of the process.

As meetings, correspondence, and activities with the Lead progress, three different paths can be followed:

• Qualified → Transition to Company & Contact process
• Converted to Case → Request or support process is initiated
• Closed as unsuccessful → Process is terminated

Lead → Company & Contact Conversion (Qualification)

When the process progresses positively with the Lead, the Qualify action is used.

With qualification:

• The Lead becomes inactive
• Company and/or Contact records are created using information from the Lead
• A Sales record is opened if desired
• All activities linked to the Lead are associated with the new records

After this operation, the process continues not through the Lead, but through Company, Contact, and Sales records.

The Lead initiates the process.

Company and Contact carry the process.

Scenarios That Can Occur During Qualification

Company

• A new Company can be created
• An existing Company can be selected

Contact

• A new Contact can be created
• An existing Contact can be selected

For the qualification process to be completed:

• Establishing a relationship with at least one Company or Contact is mandatory

Sales (Optional)

• A Sales record is created if desired
• Sales is automatically associated with Company and Contact

After Qualification

When qualification is completed:

• Lead status becomes Qualified
• Lead does not appear in active lists
• Company and Contact take over the process as active records
• Past communications belonging to the Lead are not lost

Lead → Case Conversion

Not every Lead has to be a sales opportunity. In some cases, the lead may have entered the system with a request, complaint, or support need.

In such scenarios, the Lead record is not converted to Sales; the Convert to Case operation is used.

With conversion to Case:

• The Lead record becomes inactive
• A Case record is created using information from the Lead
• Company and/or Contact records can be created or associated with existing records
• Activities linked to the Lead are associated with the Case record

In the conversion to Case process:

• No Sales record is created
• Creating a Case record is mandatory

When this operation is completed, the Lead status is updated to Converted to Case and the process continues through Case management.

Summary Flow

After a Lead is created, there are three main paths:

• Qualify → Company / Contact / Sales
• Convert to Case → Company / Contact / Case
• Close as Unsuccessful → Process is terminated

In Robosme, a Lead is not a goal in itself, but a starting point that directs to the right process.