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.
- Capture and assign the lead
- Qualify and convert to a deal
- Schedule and complete site survey
- Auto-generate and approve the BOQ
- Send proposal and close the deal
- Set up project milestones and crew
- Execute, track milestones and invoice to completion
The 7 steps - in order
Each step has a clear outcome. Tick steps off as you complete them using the progress tracker.
Step 1: Capture 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.
- 1Go to Leads → New Lead
- 2Enter name, contact, lead source and enquiry details
- 3Set the lead stage to New Lead
- 4Assign to a sales agent - they receive an instant notification
- 5Add a follow-up task with a due date (e.g. call back within 2 hours)
Step 2: 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.
- 1Open the lead record → click Convert to Deal
- 2Set deal stage to Qualified
- 3Enter deal value, system size estimate and preferred timeline
- 4Assign a deal watcher (manager) for visibility
- 5Add qualification notes to the deal record
Step 3: 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.
- 1From the deal record → click Schedule Site Survey
- 2Assign the field surveyor and set the survey date
- 3Field team opens mobile app on-site
- 4Completes digital survey: roof type, pitch, shading, orientation, electrical panel condition
- 5Uploads site photos linked to the survey
- 6Submits assessment - deal stage advances automatically
Step 4: 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.
- 1From the deal → click Generate BOQ
- 2Review auto-populated line items: panel count, inverter size, cable lengths, BOS
- 3Adjust quantities for any site-specific requirements
- 4Submit for internal approval
- 5Approver reviews and approves - or requests changes
- 6BOQ approval confirmed before proposal is generated
Step 5: 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.
- 1From approved BOQ → click Generate Proposal
- 2Review proposal preview - system specs, savings estimate, pricing breakdown
- 3Add payment schedule: e.g. 30% deposit, 40% on installation, 30% on commissioning
- 4Click Send to Client - client receives proposal with e-sign link
- 5Client signs → deal auto-marked Won
- 6Client record and project auto-created from the won deal
Step 6: 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.
- 1Open the auto-created project from the deal
- 2Click Add Milestones - define each phase: Civil, Mounting, Panel Install, DC Wiring, Inverter, Commissioning
- 3Set due date and billing amount for each milestone
- 4Configure milestone dependencies
- 5Assign crew members to each milestone - they see tasks in their mobile app
Step 7: 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.
- 1Field crew open mobile app → see their assigned tasks per milestone
- 2Crew mark tasks complete, upload photos, geo check-in at site
- 3All tasks done → mark milestone complete
- 4Milestone invoice auto-generated and sent to client
- 5Finance sees payment status on the revenue dashboard
- 6Final milestone → commissioning sign-off → project closed → AMC created if applicable
Tutorial complete
Lead to Deal
Leads captured from any source, assigned to agents, qualified and converted to deals with system size and value in minutes.
Survey to Proposal
Site assessment data auto-populates the BOQ. Internal approval and branded proposal sent same day. E-signature closes the deal.
Project to Invoice
Auto-created project with milestones, crew assignments and auto-invoicing on completion. Zero manual billing triggers needed.
Common questions
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