We have been using the free version of Zoho for quite awhile, and I'd like to figure out how to make sure Im utilizing all of the features available. So the first part of my question is related to setting up a system. I think the easiest way is to explain what I've been doing and see if anyone has ideas or suggestions on how I could be working more efficiently in Zoho.
Im not sure if this is relevant but we are a Landscaping company.
- When I receive new lead information from like ServiceMagic, I go right into Zoho and add it in as a lead. From there I have my lead status options to say Appointment Made, Contact & Qualify, Initial, Closed, etc. So I start off most leads as Contact & Qualify, meaning I've got their information and now they need to be contacted. Once Ive contacted them and set an appointment, I change the status to Appointment Made. That way I can do a quick glance at all of my leads to see who I haven't set appointments with yet.
- Once a lead has had their consultation (appointment) I either leave it at Appointment and add a task to followup within a few days. If they sign a design contract, I convert them to an account & a contact.
I just upgraded to the professional edition and wanted to reevaluate how I've been doing things. An issue Im coming across is the differences with the Leads, Potentials, Accounts & Contacts. I haven't been using the Potentials yet, because I keep having issues with required fields such as closing date.
If a potential is an opportunity, then wouldn't it not yet have a known closing date?
From what I see, Im supposed to add every persons contact info that I come across into Leads. If a lead is then a potential client, Im then supposed to convert to a potential (why is it a potential rather than a lead, whats the exact reason for the potentials), and if its then a signed project convert that into an account?