Leads and contacts: how it works

In Tesoro, everyone you work with is in one of two places:

• Leads: people who show interest, but with whom you are not yet doing business.
• Contacts: your clients and everyone involved in a sale, such as the notary or the lawyer.

When a lead becomes serious, you convert it with one click into a deal and a contact. This article shows where everything is and how that step works.

Where do you find it?

Click to enlarge

1. Leads: the list of all your leads.
2. Deals: the sales and rentals you are working on. This is where a lead ends up after conversion.
3. Contacts: the list of all your contacts.
4. Create lead: use this to create a new lead. On the Contacts page, this button is called Create contact.

Everyone in your office can see all leads and contacts. Every lead and every contact has one responsible agent.

The journey of a client

A lead goes from New to Qualified. Then the agent clicks Converted and chooses a deal.

1. A lead comes in. If someone fills in a form on your website, Tesoro creates the lead itself, with Website as the source. Other leads, for example from the phone or a portal, you create yourself with Create lead.
2. You get in touch. You set the status to Contacted.
3. The lead is serious. You set the status to Qualified. Also fill in the price range (minimum and maximum). Without a price range, you cannot continue.
4. You convert the lead. You click Converted. A panel opens. Tick Create deal from contact if you want to open a deal right away. Tesoro pre-fills the name and value of the deal. Tesoro only fills in the expected date if you entered a timeline on the lead.
5. You continue working with the contact and the deal. The lead then no longer appears in the Leads list. The data has not been deleted: it is now a contact.

To read exactly what happens during conversion, see Converting a lead to a deal and contact.

Check the role after conversion

Tesoro gives every new contact the role Buyer after conversion. This also happens with a lead of type Seller. Is it a seller? Then open the contact, click Edit and set the role to Seller.

Lead or contact?

Create a lead

Create a lead if you do not yet know whether someone really wants to buy, rent or sell. For example:

• someone asks for information about a property;
• someone calls about a sale, but wants to think it over first.

With a lead, you also record what the person is looking for or offering: the property type, the price range and when the person wants to move.

Create a contact

Create a contact right away if you are already doing business with someone, or if the person is not a buyer or seller. For example:

• the notary, the lawyer or an agent from another office;
• a client you already know and for whom you open a deal right away.

For a notary, lawyer or other party involved, you must choose a Relation: the company where the person works. Without a Relation, you cannot save the contact.

A lead up close

Click to enlarge

1. The status bar: New, Contacted, Qualified, Unqualified, Lost and Converted. Click a status to change it. You see Converted after clicking the arrow on the right.
2. Lead properties: the agent, the contact details and the stage (Hot, Neutral or Cold).
3. Lead Info: all the lead’s details, including what the person is looking for or offering.
4. Quick buttons: call, email, a note, an appointment or a task. Under … you find more actions, such as attachments.

The other tabs (Notes, Emails, Calls, Whatsapp, SMS, Tasks, Meetings and Attachments) you also find on a contact.

A contact up close

Click to enlarge

1. Contact properties: the agent, the role (for example Buyer, Seller or Notary) and the contact details.
2. Contact Info: all the contact’s details, and the company (Relation) if it has been filled in.
3. Deals: the deals this contact is linked to. A lead cannot be attached to a deal. That is why this tab only exists on contacts.

Good to know

• Duplicate people. Your website form recognises a known email address and then only adds a note. For a lead you create or import yourself, Tesoro does not check this. So first search briefly to see whether the person already exists.
• Required fields. A lead and a contact always need a first name, last name, email address and phone number. Only with the role Co-broker lead may email and phone be left empty. A lead additionally needs a type (Buyer or Seller), source, stage, status and at least one property type.
• A contact back to a lead. An administrator can change a buyer or seller back to a lead. The contact then disappears from all its deals. First read Reverting a contact to a lead.
• Importing. Only an administrator can import leads and contacts from a CSV file. See Importing contacts.

Further reading

Working with leadsCreate leads, follow up and convert them to a deal and contact.

Managing contactsCreate contacts, choose roles and link them to a company.

A lead is not a buyerWhy a lead is a phase and not a type of client.

Dynamic filtersFilter leads and contacts on any field.