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Managing Leads
Every time a customer submits one of your estimators, ApproxIt creates a lead record. The leads dashboard is where you work them from new submission to closed deal.
The Dashboard
Open it via Estimators → Leads in the WordPress admin sidebar.
You will see:
- Header stats: Total leads, leads this week, average score, conversion rate.
- Filter bar: Filter by score (hot/warm/cold), status (new/contacted/quoted/won/lost), date range, or estimator.
- Lead table: Every lead, most recent first, with score badges, contact info, total, status, and quick actions.
Click any row to expand the full detail card inline.
Score: Hot, Warm, Cold
ApproxIt assigns every lead a score the moment it is submitted. The logic is deterministic—no AI in Lite—and it is all about the lead’s quality:
| Signal | Points |
| Highest single-period total ≥ $1,000 | 30 |
| ≥ $500 | 24 |
| ≥ $300 | 17 |
| ≥ $100 | 9 |
| Phone provided | +20 |
| Address provided | +15 |
| 2+ services selected | +10 |
| Any add-ons selected | +5 |
| Tier | Threshold |
| Hot | ≥ 70 |
| Warm | ≥ 40 |
| Cold | < 40 |
Example: A lead with a $1,500 total, phone, address, and 3 services scores 30 + 20 + 15 + 10 = 75 → Hot.
Example: A lead at $80 with no phone scores 0 + 0 + 0 = 0 → Cold.
Pro adds AI scoring. Pro can layer in a semantic priority bonus (up to +20 pts) based on the customer’s notes—if they wrote “ASAP, emergency leak” or “moving in two weeks,” Gemini detects urgency and bumps the score. Lite scores purely on the deterministic signals above.
Manual Score Override
Disagree with the score? Open the lead card and click the score badge—you will get a segmented control to set it manually to hot, warm, or cold. The override sticks until you remove it.
Status Pipeline
Every lead has a status that you advance as you work it:
- New — Just came in, hasn’t been touched.
- Contacted — You’ve reached out to the customer.
- Quoted — You’ve sent them a formal quote.
- Won — Closed the deal.
- Lost — They went with someone else or disappeared.
Change the status with the dropdown on each lead row. The dashboard’s filter bar lets you slice by status, which is handy for daily workflows: filter to New to see what needs first-touch, or Quoted to see what’s outstanding.
Lead Detail Card
Clicking a lead expands a card with:
- Customer: Name, email, phone (clickable), address.
- Estimate Breakdown: Every service they picked, add-ons, project-question answers, and the totals per billing period.
- Notes: A text area for your own internal notes. Saves automatically.
- Quick Actions: Copy email, copy phone, send quote (Pro), delete lead.
Pro users get additional sections in the detail card: photo gallery with AI analysis, property intelligence (gathered from the customer’s address), map-area verification, and a sparkline of recent activity for that estimator.
Notes
The notes field is yours alone—customers never see it. Use it for:
- Phone-call summaries (“called 5/12, left voicemail”).
- Quote details (“quoted $1,200, 30-day validity”).
- Reasons for tier changes (“downgraded to cold — repeat tire-kicker”).
- Anything else worth remembering about the lead.
Notes save when you click out of the textarea. Long notes are fine—there is no length limit shown to users.
Filtering and Sorting
The filter bar across the top of the table:
- Score: all / hot / warm / cold
- Status: all / new / contacted / quoted / won / lost
- Date: all time / today / last 7 days / last 30 days / custom range
- Estimator: filter to leads from one specific estimator
Click any column header to sort by that column. Default sort is most-recent first.
Exporting Leads
The dashboard has Export CSV and Export JSON buttons. Both export whatever is currently visible (so apply filters first to export a subset).
- CSV — Opens cleanly in Excel, Google Sheets, and most CRMs. One row per lead, one column per field. Best for: accounting, CRM import, simple reporting.
- JSON — Preserves the full estimate breakdown including nested services, add-ons, and totals per billing period. Best for: rich data analysis, custom integrations, archival.
There is no row limit—exports include every matching lead.
Deleting Leads
Two options:
- Single Lead: The trash icon on a lead row or in the detail card.
- Bulk: Select multiple leads via the checkboxes, then the Delete Selected action.
Deleted leads go to the WordPress trash and are permanently removed after 30 days (or sooner via the WordPress trash manager). They are gone from the dashboard immediately.
Lifecycle Hooks
Two things happen automatically when leads come in:
- Customer receipt is sent to the email they submitted (if enabled in settings).
- Owner alert is sent to your owner alert email (if enabled in settings).
Both emails are configurable under Settings & Notifications. If they are not arriving, see the Email Deliverability guide.