One place for every lead
Pick a single list and put every enquiry in it the day it arrives: name, how they reached you, what they asked for, the date and the status. A spreadsheet is enough. The point is that nothing lives only in your inbox or your memory.
Add a line for where each lead came from. Over time, it tells you which channel brings real work.
Give every lead a next step and a date
A lead without a next date is a lead you will forget. After each contact, write what you did and set the date of the next step: send a quote, call back, check in. When you open the list, sort by that date and work through what is due.
The rule that makes this work is that you never close a conversation without setting the next date, even if the next step is 'check in in two weeks'.
Use a few simple statuses
New, contacted, quoted, waiting, won and lost is enough. More statuses add work and little value. Move leads forward when something real happens, and mark lost leads with a reason, such as price, timing or no response.
Reasons for lost leads are useful. If most say price, your quote may be unclear. If most say no response, your follow-up may be too slow.
What to write in the notes
Notes should be short and specific. Write what the lead asked, what you promised and what they said. Wants a quote for three rooms, needs it by Friday, prefers text: that is better than the word interested. When you pick up the thread a week later, you sound prepared.
Record sensitive details with care. Keep only what you need to serve the person, and store the list somewhere only you can open.
Follow up politely and more than once
Most people do not reply to the first message, and most sales happen after several contacts. A friendly second and third message that adds something, such as an answer to a question or a clearer quote, is service, not nagging.
Stop when someone says no, and stop after a reasonable series if there is no reply. Do not send unsolicited messages to people who have not asked.
Review weekly
Once a week, scan the list. Which leads are overdue? Which have been quoted with no answer? Which won? Which sources produced work? Ten minutes is enough.
A ready-made lead desk that sets the next follow-up date when you log what you did can save the setup. The Solopreneur CRM Lead Desk on this site works from one local file, with nothing uploaded, and you should follow the privacy and marketing rules that apply to your messages.
Common questions
Do I need a paid CRM?
Not at the start. A spreadsheet or a simple local tool is enough for a small number of leads.
How often should I follow up?
Often enough to stay in mind, spaced by days, not hours. Use what fits your type of work.
What if a lead asks me to stop?
Stop and mark it in your list so nobody contacts them again.
This guide is general information, not tax, legal or accounting advice. Rules, fees and due dates change; check with the IRS, the NJ Division of Taxation or a licensed professional for your situation.