How to manage a solar project from lead to commissioning
A complete step-by-step walkthrough of the solar project lifecycle in CrmLeaf - from capturing the first lead to final commissioning sign-off. Follow each step and your first project will be running in under 30 minutes.
CrmLeaf TeamUpdated July 202620 min readAll solar companies
Prefer to set up as you read? Spin up a free CrmLeaf workspace and follow along with your own data.
Start Free TrialCapture and assign the lead
Every solar project starts with a lead. Whether it comes through your website, a referral, a door-to-door visit or a direct call - the first step is getting it into CrmLeaf immediately so nothing slips through.
- Go to Leads → New Lead
- Enter name, contact, lead source and enquiry details
- Set the lead stage to New Lead
- Assign to a sales agent - they receive an instant notification
- Add a follow-up task with a due date (e.g. call back within 2 hours)
Set lead source on every lead - this feeds your attribution report showing which channels drive the best close rate.
WHAT YOU SEE WHEN DONELead captured, assigned and has an automatic follow-up task. No lead goes uncontacted.
Qualify and move to a deal
Once the lead responds, qualify them - confirm roof ownership, system size estimate, budget range and timeline. If qualified, convert the lead into a Deal and set the deal value.
- Open the lead record → click Convert to Deal
- Set deal stage to Qualified
- Enter deal value, system size estimate and preferred timeline
- Assign a deal watcher (manager) for visibility
- Add qualification notes to the deal record
Add a deal watcher - your manager sees deal progress without being the assigned agent. Great for team visibility on large deals.
WHAT YOU SEE WHEN DONEDeal created with value, system size and stage. Sales process officially started.
Schedule and conduct the site survey
Once the deal is qualified, schedule a site survey from the deal record. The field team visits the site, completes the digital assessment form and uploads photos from the mobile app.
- From the deal record → click Schedule Site Survey
- Assign the field surveyor and set the survey date
- Field team opens mobile app on-site
- Completes digital survey: roof type, pitch, shading, orientation, electrical panel condition
- Uploads site photos linked to the survey
- Submits assessment - deal stage advances automatically
The more detail captured in the site survey, the more accurate the auto-generated BOQ. Encourage surveyors to complete every field.
WHAT YOU SEE WHEN DONESite assessment complete with roof data, shading notes and photos. Ready for BOQ generation.
Auto-generate and approve the BOQ
With system size confirmed from the site survey, CrmLeaf auto-generates a complete Bill of Quantities - panels, inverter, cables, mounting, BOS and labour - from your product catalogue.
- From the deal → click Generate BOQ
- Review auto-populated line items: panel count, inverter size, cable lengths, BOS
- Adjust quantities for any site-specific requirements
- Submit for internal approval
- Approver reviews and approves - or requests changes
- BOQ approval confirmed before proposal is generated
Set up standard system presets in your product catalogue for common install sizes. This makes BOQ generation a single dropdown selection.
WHAT YOU SEE WHEN DONEAccurate BOQ approved. Ready to convert to client proposal - no Excel, no manual calculation.
Send the proposal and close the deal
Convert the approved BOQ into a branded client proposal with your company branding, system specs, estimated savings and payment schedule. Send for e-signature.
- From approved BOQ → click Generate Proposal
- Review proposal preview - system specs, savings estimate, pricing breakdown
- Add payment schedule: e.g. 30% deposit, 40% on installation, 30% on commissioning
- Click Send to Client - client receives proposal with e-sign link
- Client signs → deal auto-marked Won
- Client record and project auto-created from the won deal
Same-day proposals win more deals. Aim to send the proposal the same afternoon as the site survey - CrmLeaf makes this achievable.
WHAT YOU SEE WHEN DONEDeal Won. Client record created. Project auto-created from the approved BOQ. Zero manual handoff.
Set up project milestones and crew
The project is auto-created when the deal is won. Define milestones, assign crew members, set due dates and configure billing triggers per milestone.
- Open the auto-created project from the deal
- Click Add Milestones - define each phase: Civil, Mounting, Panel Install, DC Wiring, Inverter, Commissioning
- Set due date and billing amount for each milestone
- Configure milestone dependencies
- Assign crew members to each milestone - they see tasks in their mobile app
Create milestone templates for your standard project types and reuse them - saves 20 minutes per project setup.
WHAT YOU SEE WHEN DONEProject milestones configured with crew, due dates and billing triggers. Execution begins.
Execute, track and invoice to completion
Crew execute from the mobile app. As milestones are marked complete, invoices fire automatically and the project dashboard updates in real time.
- Field crew open mobile app → see their assigned tasks per milestone
- Crew mark tasks complete, upload photos, geo check-in at site
- All tasks done → mark milestone complete
- Milestone invoice auto-generated and sent to client
- Finance sees payment status on the revenue dashboard
- Final milestone → commissioning sign-off → project closed → AMC created if applicable
Check the project dashboard at the start of each day - 2 minutes replaces 30 minutes of status calls to site supervisors.
WHAT YOU SEE WHEN DONEProject delivered. Every milestone invoiced automatically. Client has signed commissioning record. Zero missed billing.
You've completed this tutorial
Each step has a clear outcome. Tick steps off as you complete them using the progress tracker.
Next: Solar BOQ and proposalContinue learning
Keep going with the next tutorials in the Solar CRM series.