Leads and prospects

Not everyone you talk to is a customer yet. PoolChecker Pro models the in-between with two connected pieces: the Leads pipeline and prospect customers.

Leads: the pipeline board

The Leads page is a pipeline: New, Contacted, Qualified, Quoted, and Won (with a Lost drawer). Leads arrive from manual entry, a CSV import, your hosted lead-capture forms (the QR code ones), a webhook from Facebook or Google lead ads, or a PoolChecker.com homeowner request.

On desktop you drag cards between stages. Overdue follow-ups float to the top, and the dashboard shows how long the oldest new lead has been waiting, because speed to lead wins deals.

Prospects: a customer record before the sale

To quote someone, you need a customer and pool record for the address, so converting a lead creates a prospect customer (amber badge). Prospects are deliberately sales-only:

A prospect CAN have: edited details, pools with equipment and photos, quotes, and a one-off quote visit on a route (so a tech can go measure and test).

A prospect CANNOT have: a recurring service schedule, a card on file, or recurring billing. The Add Pool wizard skips the schedule step for them.

Ripple effects

• Prospect pools do not count toward your plan's pool limit, because they are schedule-less. The cap applies the moment a pool becomes schedulable and active.
• Winning the lead (marking it Won, the customer approving a quote, or the Convert to Customer button) flips the prospect to Active in one step. Now schedules, billing, and review requests all unlock.
• Text consent can carry over: if the lead came through one of your hosted forms and the person checked the SMS consent box, converting them preserves that consent with its proof, as long as the phone number matches.
• Losing a lead asks for a reason. Those reasons are your pricing and pitch feedback loop; review them quarterly.

One efficiency note

Business referral partners (realtors, builders) can get their own tagged intake form and card. When their lead converts, the referral ledger on the Business Referrals page tracks what you owe them, using the fee percentage frozen at the time you logged it.