How to track solar leads and manage your deal pipeline
This tutorial shows you how to set up a structured solar sales pipeline in CrmLeaf - capture leads from multiple sources, move deals through stages, assign agents, set follow-up tasks and track your close rate by source.
- Configure pipeline stages
- Capture leads from all sources
- Assign agents and add deal details
- Set follow-up tasks and track close rate
4 steps to a structured solar sales pipeline
From pipeline configuration to tracked close rate - set up in one session.
Step 1: Configure your pipeline stages
Before capturing leads, define the deal stages that match how your solar sales process actually works. CrmLeaf comes with default stages that you can rename, reorder or add to.
- 1Go to Settings → Pipeline → Deal Stages
- 2Review default stages: New Lead, Contacted, Site Survey Scheduled, Proposal Sent, Negotiation, Won, Lost
- 3Rename stages to match your terminology (e.g. "Site Survey Scheduled" → "Survey Booked")
- 4Add any stages specific to your process (e.g. "Finance Approved" for solar loan deals)
- 5Set stage probability % - used in pipeline value forecasting
- 6Save - your pipeline is ready
Step 2: Capture leads from all sources
Set up lead capture from every channel your leads come through - web forms, referrals, walk-ins, door-to-door and direct calls. All leads land in the same pipeline with source tracking.
- 1Leads → New Lead → enter name, contact number, email and enquiry details
- 2Set lead source: Web Form / Referral / Walk-in / Door-to-door / Social Media / Phone
- 3Use the web form embed to capture leads from your website automatically
- 4Add the lead's estimated system size and location if known
- 5Set lead priority: Hot / Warm / Cold based on enquiry quality
Step 3: Assign agents and add deal details
When a lead is qualified, convert it to a deal. Assign to a sales agent, add deal value and move through stages as the deal progresses.
- 1Open lead → click "Convert to Deal" (when qualified)
- 2Enter deal value (estimated system value in $)
- 3Set system size, roof type, property type (residential / commercial)
- 4Assign to a sales agent - they are notified immediately
- 5Add a watcher (e.g. sales manager) - they see all deal activity without being assigned
- 6Add deal notes from the qualification call
Step 4: Set follow-up tasks and track close rate
Create tasks on deals to ensure follow-ups happen. Track stage conversion rates to find where deals are stalling in your pipeline.
- 1Open a deal → "Add Task" → set task type (Call / Email / Site Visit / Proposal) and due date
- 2Set task reminder - agent receives notification before the due date
- 3Complete tasks and log outcomes as notes on the deal
- 4Use Pipeline Report to see deals by stage, by agent and by lead source
- 5Close Rate Report shows conversion % at each stage - identify where deals are dropping
- 6Use the Leads by Source report to see which channels deliver the best-quality leads
Tutorial complete
Structured pipeline
Deal stages configured to match your sales process. Every lead moves through a defined path - no ad hoc management.
Full lead visibility
Every lead captured with source, assigned to an agent and tracked with tasks. Nothing slips through without a follow-up.
Close rate tracking
Pipeline reports show conversion by stage, agent and lead source - so you know exactly where to focus to improve win rate.
Common questions
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