Tutorial 08 · Getting started

Getting started with CrmLeaf - setup in 30 minutes

This is your complete onboarding guide. Follow these steps to configure your CrmLeaf account, set up your team, build your pipeline stages and product catalogue - and run your first deal from lead to project. Everything you need, in the right order.

30 min read6 stepsNew users - all roles
Start Free TrialTalk with our Sales Team
Your progress
0 / 6 steps0%
  • Complete account setup
  • Invite your team and set roles
  • Configure pipeline stages
  • Set up product catalogue
  • Create your first lead and deal
  • Run a test project end to end
Step-by-step guide

6 steps to a fully configured CrmLeaf account

Follow these steps in order - your account will be fully operational by the end.

⚙️STEP 1

Step 1: Complete your account setup

Start by configuring your company profile, regional settings and preferences. This information appears on all proposals, invoices and documents generated by CrmLeaf.

In CrmLeaf
  1. 1Go to Settings → Company Profile
  2. 2Enter company name, logo, address, contact details and registration number
  3. 3Set your default currency, date format, time zone and language
  4. 4Set your default tax rate (VAT, GST or none) and tax number
  5. 5Upload your company logo - appears on proposals, invoices and the customer portal
  6. 6Save - your branding is now applied to all generated documents
Outcome
Company profile complete. All proposals and invoices will carry your branding and correct regional settings.
Tip
Upload a high-resolution PNG logo (transparent background works best). It appears on proposals, invoices, email templates and the customer portal - first impressions matter.
👥STEP 2

Step 2: Invite your team and set roles

Invite your sales team, project managers, field technicians and finance staff. Each role has different permissions - sales agents see the pipeline, field crew see their tasks, managers see everything.

In CrmLeaf
  1. 1Settings → Team → Invite User
  2. 2Enter email address and select role: Admin / Sales Manager / Sales Agent / Project Manager / Field Technician / Finance / Viewer
  3. 3User receives invitation email - they set their own password
  4. 4Assign each user to relevant branches or regions if applicable
  5. 5Set up sales agent territories if needed (for auto-assignment of leads)
Outcome
Team invited with correct roles and permissions. Each user sees only what they need to.
Tip
Start with just the essential users - don't over-invite before the system is configured. Add more users once the pipeline stages, product catalogue and milestone templates are set up.
📊STEP 3

Step 3: Configure your pipeline stages

Set up the deal stages that reflect your actual sales process. This is what your sales team will use every day - make it simple and accurate.

In CrmLeaf
  1. 1Settings → Pipeline → Deal Stages
  2. 2Review default stages and rename to match your terminology
  3. 3Add any stages specific to your business (e.g. "Finance Pre-approved" for solar loan deals)
  4. 4Set stage probability % for pipeline value forecasting
  5. 5Configure lead sources: Web / Referral / Walk-in / Door-to-door / Social / Phone
  6. 6Save pipeline configuration
Outcome
Pipeline stages configured and matching your sales process. Ready to capture first leads.
Tip
Involve your sales team lead in configuring the stages - they know your sales process best. A pipeline nobody uses is worse than no pipeline.
📦STEP 4

Step 4: Set up your product catalogue

The product catalogue is what powers auto-BOQ generation. Set up your standard solar components with specs and pricing - this is the most impactful configuration step.

In CrmLeaf
  1. 1Inventory → Products → Add Product (or import via CSV)
  2. 2Add all standard products: panels (by wattage), inverters (by size), DC cables, AC cables, mounting structure, BOS components, labour
  3. 3Set cost price, selling price and applicable tax for each product
  4. 4Create system presets for your most common configurations (e.g. 5kW residential, 25kW C&I, 100kW commercial)
  5. 5Test by generating a sample BOQ - verify quantities and pricing are correct
Outcome
Product catalogue ready. BOQ generation will auto-calculate all components, quantities and pricing from this catalogue.
Tip
This step takes the most time - budget 30-60 minutes depending on how many products you carry. It pays back within the first week through the time saved on proposal generation.
🎯STEP 5

Step 5: Create your first lead and deal

Now test the sales workflow end to end. Create a lead, qualify it, convert to a deal and move it through your pipeline stages to familiarise yourself with the flow.

In CrmLeaf
  1. 1Leads → New Lead → enter test lead details (use a real enquiry if you have one)
  2. 2Assign to a sales agent and set lead source
  3. 3Move lead through stages: Contacted → Qualified
  4. 4Convert to Deal: enter deal value, system size and timeline
  5. 5Schedule a test site survey from the deal record
  6. 6Generate a test BOQ → verify components and pricing are correct
  7. 7Send test proposal → view the proposal preview
Outcome
First lead and deal created end to end. Sales workflow understood and tested. Ready for live use.
Tip
Use a real recent enquiry as your test lead if possible - it makes the exercise immediately useful and shows you how the system handles your actual data.
🏗️STEP 6

Step 6: Create your first test project

Complete the onboarding by running a test project. Convert your test deal to Won, set up milestones and verify that billing, mobile access and the dashboard all work correctly.

In CrmLeaf
  1. 1Mark your test deal as Won → project auto-created
  2. 2Open the project → add 3-4 milestones with tasks
  3. 3Assign a team member to the tasks → verify they see it in their mobile app
  4. 4Mark a milestone complete → verify invoice auto-creates
  5. 5Check the project dashboard - verify all metrics display correctly
  6. 6Check the revenue dashboard - verify the test invoice appears
Outcome
Full end-to-end flow tested. Confidence that leads, deals, projects, milestones and invoices all work correctly before going live.
Tip
Delete the test project and deal once you have verified everything works - you do not want test data cluttering your live pipeline. Go to the deal → More → Delete.
What you have achieved

Tutorial complete

⚙️

Account configured

Company profile, regional settings and branding applied to all proposals, invoices and documents.

📦

Catalogue ready

Product catalogue enables instant BOQ generation. System presets make the most common configurations one-click.

🎯

Team onboarded

Roles, permissions and pipeline stages configured. Team is ready to capture and manage live solar deals from day one.

FAQ

Common questions

The 6 steps in this tutorial take 30-60 minutes for a typical solar company. The product catalogue setup (Step 4) is the most time-consuming - budget 30-60 minutes depending on the size of your product range. Everything else is quick. CrmLeaf also provides a free onboarding session with a specialist who can help configure the account alongside you.
More tutorials

Continue learning CrmLeaf

🏗️
Tutorial

How to manage a solar project from lead to commissioning

20 min read
📋
Tutorial

How to create a solar BOQ and proposal in under 30 minutes

12 min read
🏁
Tutorial

How to set up solar project milestones and task assignments

15 min read

Start your free trial
and follow this guide.

14 days free - no credit card. Set up your account, invite your team and follow each step with your own live data.

Start Free TrialTalk with our Sales Team

Free 14-day trial · Free onboarding · No credit card