Use five honest stages
New means somebody is waiting. Called means you tried. Booked means there is a date or meeting. Done means the work happened. Lost means you recorded why. That is enough structure for most small businesses.
Keep the detail beside the status
A lead card should hold the name, email, phone, location, request and notes together. That way you do not need to search a phone, inbox and notebook before calling back.
Export when you need your own copy
LeadBuzz keeps your lead list in one place and lets you export a CSV. Pro businesses can also connect Brevo when they want contacts and stage lists synchronised.
Agree what each stage means
Use New for an enquiry no one has called yet. Called means someone tried to make contact. Booked means a job, appointment or site visit has a time. Done means the work is complete. Lost means the person chose not to go ahead or the job was not suitable. Consistent meanings make the list useful to everyone.
Keep the next action with the customer details
Name, number, email, location and the original request should stay together. Add the exact address when a visit is arranged, and write a short note when a lead is lost. That stops the next person having to search old texts to understand the situation.
Review the list in two short passes
At the start of the day, look for new enquiries and reminders due. At the end, update the outcome of calls and appointments. This catches forgotten follow-up without turning lead management into a separate job that takes an hour.
Keep ownership of your records
Export a CSV when you need a separate copy. If your business connects Brevo, check which contacts and stage lists are synchronised and keep permission for marketing separate from the need to reply to an enquiry. Use the system that fits your process and know where the working record lives.
A quick checklist
- Write down the meaning of each lead stage.
- Give every open lead one next action and an owner.
- Review new leads and reminders every working day.
- Export or synchronise records in line with your process.