Lead management

For Lead Management We will be using the Buildertrend Lead Opportunity Feature. A Lead Opportunity will be created anytime a lead has a potential project worth following up.

Who Creates a Lead Opportunity

  • Receptionist - Inbound Leads will be added in most cases by the receptionist, but may also be done by the setter when not done so by the receptionist or instructed to do so.

  • Setters - will create lead opportunities when they come across a potential project during cold calling, emailing, Social Media Etc.

  • Project Managers, Estimators, Superintendants and Design Coordinators - Will also have the ability to create lead opportunities when they come across a potential project.

Setting up Views

  • In the lead Opportunities Page, Under the list view Tab Select the 3 dots in the bottom left-hand corner and select VINO STANDARD as your default view. Repeat this step in the activity view tab as well.

Creating a Lead opportunity and Contact Profile

  • When Creating a New Lead opportunity, you will first need to select an existing contact or create a new contact and fill out all contact fields you possibly can (don’t forget to add primary email at the bottom) (Also you dont need to send the lead an invite at this point)

  • Then start filling out all associated fields in the actual lead opportunity section.

    • Proper Opportunity Title Formatting = Address + Project Description EX. 100 1st Street Kitchen Remodel

    • When Not possible or for new constructions without an address, title it as close to the preferred formating as possible

    • Leave the following Blank for Now

      • Confidence and Project Sale date

      • Revenue

      • Tag

      • Project Type if you dont know the project type

    • Ensure you assign the correct salesperson Aka the Closer as the assigned sales person.

      • Daniel Barragan for Design/Permitting Related Projects

      • Carlos Barragan For Construction Related Projects

  • Add Any project notes, photos, documentation or initial communications with the lead in the documents section

Lead Activity Features

  • There are 2 options: Schedule New activity or Log Completed activity

  • 3 Feature Clarifications

    • Assigned User: is the person who will conduct the activity or who has conducted the activity

    • Attendees: Anyone Else Invovled on the call, email, meeting etc.

    • Initiated By: Who Reach out to who. If the lead reached out to us, select initiated by the lead. If we reached out or plan to reach out select sales person or other.

Logging and Scheduling Lead Activity

  • Logging Completed Activity

    • This feature will be used to track any communication with lead prior to creating a lead activity

    • For the very first call where the original lead’s inquiry is provided, such as the potential project or opportunity description, log it under a completed activity in the description section and copy and past this into the main lead opportunities notes section.

    • Make sure you fill out the follow up times and dates

    • Once you save the completed activity, a new activity will have been created for the follow up.

    • Go into the follow up activity and set a reminder 2-4 hours depending on time of follow up.

    • MAKE SURE TO SET REMINDERS

  • Scheduling New Activity

    • This feature will be used to schedule any future activity such as needed follow up, email, meeting etc.

    • Create a Lead Activity for the next step and assign it to the applicable sales rep (Make Sure to set reminders)

Tracking Lead Activity

  • Status Clarifications

    • Open= Lead is in the nurturing phase (Following up, etc.)

    • In Progress = Lead has been qualified and Is working with a closer/ being sold, Estimating, or Waiting for a Proposal

    • On Hold = The Prospect is still interested but the Project has been held up due to some financial, situational issues, permitting, etc.

    • Pending = Proposal has been sent to the lead and waiting on final decision

    • Lost = Lead decided to move forward with someone else or do the project themselves etc.

    • No Opportunity = Lead is someone we dont want to work with, they no longer doing the project, Moved away, sold house etc. In other words no possibility of convincing them to get the project done due to logistics etc.

    • Sold = Project was Sold

  • All communication should be tracked through builder trend at all times, and emails should be sent or connected to lead activity

  • When Sending Emails, select the attach email option and copy and paste code and insert code as a BCC when sending an email to lead

  • Lead Phase should be updated on current stages and updated every Wednesday by setters

  • Schedule all follow ups to stay on top of leads until sale is closed or status changes

  • For postponed leads create lead activity to follow up in the needed time frame and update applicable status