There isn’t an elegant at-a-glance way that I’m familiar with to track from contact creation all the way through the sales process. 

We deactivate the prospect contact and, if created, the property immediately if the lead doesn’t qualify for whatever reason, or if we lose the bid and we feel like there aren’t further opportunities to quote work. Can always reactivate later if necessary. If you treat the active/unactive similarly, here’s a couple lists which could help a bit.

Active Prospects with No Property (and thus no quote being worked on)

Contacts → Active, type=Prospect, Property Count=0. Sorted by newest (created date) to the top. Grouped by sales person. It helps to have the “Notes” field in the display so depending on your sales SOPs you can see on the list view if sales has made notes such as set meetings, dates contacted, etc.

You can modify Property count filter to be > 0 for basically the opposite of this list to help focus into what client properties to look at with below list.

Prospect Properties with Quotes Being Worked on

Properties → (1) Active, (2)status=Prospect, (3) Active Opportunities > 0, also sorted by newest (created date) to the top. Group by salesperson. This will display all properties that are set to prospect type which have an opportunity on them which is any status other than won or lost, so in theory being actively worked on by sales. Downside of this is your sales/admin staff need to be vigilant about changing the property status from prospect to customer once a sale is made. To help catch any that would fall through when this happens you can also add (4) In Process Opportunities > 0 which will show any Won opps which are not completed yet. so 1 and 2 and (3 or 4) in the conditional box at the top of the filter menu. I always have created date in the display of basically every property/contact list, but it’s essential for this one.

This one can help you follow up with sales if there is a prospect property that’s old (that’s a variable that highly depends on your business… idk a month or two?), which still has active opportunities that aren’t won or lost yet. Sometimes in the heat of the season you just forget to mark something as lost while you are moving fast onto the next one, or is there a legit reason why it’s sitting at delivered or bidding with no movement for a while?

This got longer than I expected… lol. I’d love to hear how other people do it.

I really appreciate the insight! Thank you so much. I’ll have to give this a try. I was a bit afraid I would have to manually look each customer up, which seemed extremely daunting.