How to track leads and pipeline activity?
A clear guide to staying on top of your pipeline without having to chase updates.
One of the core responsibilities of JM Virtual Solutions is keeping your sales pipeline accurate, up to date, and moving. Here is how lead and pipeline tracking work.
Where leads are tracked:
All leads are managed inside your CRM — whether that is HubSpot, GoHighLevel, Dynamics 365, or a shared spreadsheet if a CRM is not yet in place. Every lead has a record that is updated after every interaction.
What gets updated on every lead:
- Current stage in the pipeline — Discovery, Qualified, Proposal, Negotiation, Closed Won, or Closed Lost
- Last contact date and method — call, email, chat, or meeting
- Next action and due date — what needs to happen next and by when
- Notes from the latest interaction — a summary of the conversation
- Deal value — estimated revenue if the lead closes
How to check your pipeline at any time:
- Log into your CRM and open the pipeline view — all leads are visible with their current stage and last update
- A pipeline summary is included in every weekly report — total leads, qualified, proposals sent, closed won, closed lost, and total pipeline value
- A monthly pipeline deep-dive is available on request
Pipeline hygiene rules followed by JM Virtual Solutions:
- No lead sits without an update for more than 3 business days
- Stale deals are flagged in the weekly report with a recommended next action
- Closed Lost leads are logged with a reason so patterns can be identified
- Duplicate contacts are merged and cleaned regularly
Lead sources tracked:
- Referral
- LinkedIn
- Cold email or outreach
- Website inquiry
- Event or networking
- Paid ads
- Other
What you will see in your weekly pipeline summary:
- Total leads added that week
- Leads moved forward in the pipeline
- Proposals sent
- Deals closed won and closed lost
- Total pipeline value
- Conversion rate for the month to date
If you do not have a CRM yet:
JM Virtual Solutions can set one up for you. HubSpot has a free tier that works well for most small and growing businesses. This can be discussed during the discovery call.
To discuss your pipeline tracking setup: https://calendly.com/jerinecua/discovery-call
Where leads are tracked:
All leads are managed inside your CRM — whether that is HubSpot, GoHighLevel, Dynamics 365, or a shared spreadsheet if a CRM is not yet in place. Every lead has a record that is updated after every interaction.
What gets updated on every lead:
- Current stage in the pipeline — Discovery, Qualified, Proposal, Negotiation, Closed Won, or Closed Lost
- Last contact date and method — call, email, chat, or meeting
- Next action and due date — what needs to happen next and by when
- Notes from the latest interaction — a summary of the conversation
- Deal value — estimated revenue if the lead closes
How to check your pipeline at any time:
- Log into your CRM and open the pipeline view — all leads are visible with their current stage and last update
- A pipeline summary is included in every weekly report — total leads, qualified, proposals sent, closed won, closed lost, and total pipeline value
- A monthly pipeline deep-dive is available on request
Pipeline hygiene rules followed by JM Virtual Solutions:
- No lead sits without an update for more than 3 business days
- Stale deals are flagged in the weekly report with a recommended next action
- Closed Lost leads are logged with a reason so patterns can be identified
- Duplicate contacts are merged and cleaned regularly
Lead sources tracked:
- Referral
- Cold email or outreach
- Website inquiry
- Event or networking
- Paid ads
- Other
What you will see in your weekly pipeline summary:
- Total leads added that week
- Leads moved forward in the pipeline
- Proposals sent
- Deals closed won and closed lost
- Total pipeline value
- Conversion rate for the month to date
If you do not have a CRM yet:
JM Virtual Solutions can set one up for you. HubSpot has a free tier that works well for most small and growing businesses. This can be discussed during the discovery call.
To discuss your pipeline tracking setup: https://calendly.com/jerinecua/discovery-call