Automate Lead Stages

Automations move leads between stages and tag contacts without manual updates. They run when a quote is sent or approved, when an invoice is paid, or when a lead changes stage or status. You set them up in Settings.

Choose the stage a quote moves leads to

Quote automations move a lead to the stage you choose in its pipeline.

1. Open Pipelines & Stages in settings.
2. Edit the stage where leads go when a quote is sent.
3. Choose When a quote is sent under Move leads here automatically.
4. Select Save changes.
5. Edit the stage where leads go when a quote is approved.
6. Choose When a quote is approved under Move leads here automatically.
7. Select Save changes.

The stage then shows a chip, Quote sent or Quote approved.

Turn an automation on or off

Each automation has its own toggle.

1. Open Automations in settings.
   • If Automations is missing from settings, your role cannot view automations, or leads are not on for your account.
2. Find the automation you want to change.
3. Turn its toggle on or off.
   • If the toggle is disabled, your role has view access only. Changing a toggle needs full access to automations.

The change saves as soon as you set the toggle, and it stays after you reload the page.

What each stage setting does

A stage has one of these four settings.

• Never: leads move to this stage only when you move them.
• When a lead is new: a reopened lead moves to this stage, and new leads start here by default.
• When a quote is sent: leads move here on their own when you send them a quote.
• When a quote is approved: leads move here on their own when the customer approves their quote.

Each setting except Never can be on only one stage in a pipeline.

Won, Lost, and Abandoned stages are not on this list. A pipeline you create starts with one of each. You can rename or recolor them, but you cannot change their setting or delete them.

What each automation does

• Quote sent advances stage: when a quote is sent to a customer, the lead moves to the stage set to When a quote is sent.
• Quote approved advances stage: when a quote is accepted or converted, the lead moves to the stage set to When a quote is approved.
• Invoice paid sets Won: when an invoice is paid, the lead is marked Won.
• Won stage sets Won: when an open lead moves into the Won stage, it is marked Won.
• Abandoned stage sets Abandoned: when an open lead moves into the Abandoned stage, it is marked Abandoned.
• Lost stage sets Lost: when an open lead moves into the Lost stage, it is marked Lost.
• Won moves to Won stage: when a lead is marked Won, it moves to the Won stage in its pipeline.
• Abandoned moves to Abandoned stage: when a lead is marked Abandoned, it moves to the Abandoned stage in its pipeline.
• Lost moves to Lost stage: when a lead is marked Lost, it moves to the Lost stage in its pipeline.
• Tag as Customer on Won: when a lead is marked Won, its contact is tagged as a Customer.

What the customer tag does

The Customer tagging card shows the Customer tag and how many customers have it, when the organization has one.

Each new organization gets a Customer tag. The Tags page does not let you edit or delete it.

If Tag as Customer on Won is on and no Customer tag exists when a lead is marked Won, the automation creates a tag named Customer and tags the contact with it.

When quote and invoice automations apply

These automations act on the lead linked to the job that holds the quote or invoice.

• A quote counts when it is on a job. An invoice counts when it is on a job, or when it was created by converting a job's quote.
• A job without a lead moves nothing.
• These automations only move open leads. A lead already marked Won, Lost, or Abandoned is left alone.
• These automations never move a lead backward. A lead already further along its pipeline keeps its stage.
• When more than one applies to a job, the furthest one wins: a paid invoice, then an accepted or converted quote, then a sent quote.
• A payment recorded by hand, or a new payment that comes in through Stripe, runs these automations.
• When Invoice paid sets Won is on, a paid invoice marks its lead Won. The Won stage move and the Customer tag then follow, when their automations are on.