Leads in Firm360 allow your firm to track and manage potential clients before they are added as active clients. Leads can store contact information, referral sources, and other details about prospective clients while your firm evaluates or follows up with them.
The Leads tab, located in the Sales section of the left navigation menu, allows you to organize leads and convert them into client records once they become active clients.
Getting Started with Leads
To begin using Leads, ensure the Sales Lead Tracking feature is enabled in your Admin Settings and that you have the appropriate permissions.
Within the Leads tab, you can:
- Add and manage lead information (name, contact details, referral source, etc.)
- Track status and activity
- Assign and follow up with prospects
- Filter leads by status or source for better visibility
You can also customize:
- Lead statuses
- Lead sources
- Lead activity types
Note - do not forget to scroll to the bottom of the page and click "Save."
While in the "Leads" tab:
In this section, you are able to enter basic client data, referral source (can customize to fit your firm in Customizations), referred by (if needed) and any other pertinent information.
By utilizing the Search Criteria located at the top left, you would be able to filter the leads by the following criteria:
Filtering by Status allows you to filter based on whether a Lead is:
Set up Additional Lead Activity Types, Lead Sources and Lead Statuses
- Other
- Referral
- Website
Additional Lead Sources may be edited/added under the Customizations > Lead Statuses button for users that are listed as ADMIN.
Additional Lead Activities may be edited/added under the Customizations > Lead Activity Type button for users that are listed as ADMIN.
Exporting Leads
In the bottom right corner of the Leads page you can see any closed leads or export the lead information. (These options will appear when you have at least one lead listed).
Converting Leads
As leads progress through your pipeline, you can update their status and maintain notes or activities.
When a lead becomes a client:
- Open the lead record
- Click Convert to Client
- Complete any additional details
- Save to move them into your client list
This will prompt you to the Add Client screen where you can add any additional information that you have gathered from the client.
Once you have finished, click Save and this client will now populate with your other clients under the Clients global tab.
How can I request or upload documents for leads?
Firm360’s document request feature is designed for clients, but there are a couple of ways your firm can request documents from leads or prospective clients.
Option 1: Use a Temporary Client Record
Create a general client record to manage document requests for leads.
Create a client such as “New Client Intake” or “Non-Client Document Requests.”
Add the lead as a contact under that client (name and email are sufficient).
Send the Document Request to the contact.
Once the process is complete, you can remove or update the contact as needed.
This approach allows your firm to collect documents from leads without creating a full client record for each prospect.
Option 2: Create a Prospect Entity Type
Another option is to create a separate entity type for prospective clients.
Create a new Entity Type such as “Prospect.”
Add the lead as a Prospect client record.
Send document requests or signature requests as needed.
When the lead becomes a client, update the Entity Type to the appropriate client type.
This method allows your firm to track prospective clients separately from active clients.
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