DetailOAR Field Manual · Lead pipeline

Configure the Lead Pipeline and Lead Sources

Set up lead stages and sources, capture consent and next actions, weed out duplicate inquiries, and test converting a lead into a customer, vehicle, estimate, and job.

Beginner12 min readAction: 30 minUpdated July 16, 2026

Written by Marcus Burk · Reviewed by DetailOAR Product Team

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Contents

Start

Know the outcome.

What you will accomplish

You’ll build a small stage model your team can apply the same way every time, name the sources that matter, set owners and follow-up dates, and convert a qualified lead without losing the original inquiry history.

Steps

Do the work in order.

Step 1
Configure lead sources
1. Open Leads and choose Pipeline settings.
2. Create a short source list, something like Website, Google Business Profile, Phone, Text, Instagram, Referral, Partner, Repeat customer, and Walk-in.
3. Keep source and campaign separate. Source needs to stay stable for reporting; campaigns can change as often as they like.
4. Deactivate duplicate or stale sources only after you’ve mapped any open leads.
Step 2
Capture a lead correctly
1. Choose New lead.
2. Enter the name plus at least one contact method you’ve validated. Add vehicle year/make/model when you know it — don’t guess.
3. Choose Source, Stage New, a responsible owner, and a Follow-up date/time.
4. Write what the person actually asked for in Notes, and capture email/SMS consent using the truthful source and text.
5. Save, then search by email and phone to confirm duplicate detection didn’t turn up an existing customer or open lead.
Step 3
Convert without losing context
1. Open a qualified lead and choose Convert.
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2. Check whether the customer already exists. Link the existing record when it’s the same person — don’t create a second profile for convenience.
3. Create or link the vehicle.
4. Choose Create estimate or Create job only once scope and scheduling expectations actually fit.
5. Confirm the lead moves to Won and the new customer/vehicle/estimate links show up in its history.

Reference

Use the detail when you need it.

Define stage meanings

New: captured, but nobody’s personally answered yet.
Contacted: a real reply went out or a conversation started.
Qualified: you understand the vehicle, the outcome they want, timing, service area, and basic fit.
Estimate sent: a priced scope is out waiting on a decision.
Won: converted into the customer/job workflow.
Lost: not moving ahead — record a respectful reason and the future-consent state.

Understand the optional startup limit

When the configurable Startup plan is on, the platform counts new lead records in the current billing period and stops the sixth creation with an upgrade/export explanation. It must not hide or delete the first five leads, existing customers, jobs, or historical records.

What good looks like

Every open lead has an owner and a next action.
Sources are few enough to use consistently.
Consent state is visible before marketing messages.
Conversion links customer and vehicle records instead of duplicating them.
Won/lost reasons hold up in honest reporting.

Troubleshooting

Lead shows up twice: search the exact email/phone and merge only through the supported duplicate workflow.
No source performance: make Source required in team procedure instead of burying the detail in free-text notes.
Sixth lead blocked: look at the plan status and billing period — owners can upgrade or export, not bypass enforcement.
Converted record missing: read the lead history and audit event before recreating anything.

Finish

Check the result and close the loop.

Final checklist

Stage definitions documented.
Sources created and deduplicated.
Owner and follow-up required in procedure.
Consent capture tested.
Duplicate and conversion flows tested.
Startup limit tested if enabled.

Prerequisites

Create Your Account and Business Workspace12 min read

Learning paths with this guide

Set Up DetailOAR8 guides

Frequently asked questions

Is every existing customer inquiry a new lead?

Record the opportunity, but link it to the existing customer so lifetime history stays connected.

Should campaign names be lead sources?

Usually not. Keep the stable source, and park short-lived promotions in a separate campaign field or note.

What happens at the startup lead limit?

New lead creation gets blocked with a clear plan action; existing records stay available.

Sources and review

Reviewed by DetailOAR Product Team on July 15, 2026. Verify current labels, interfaces, prices, and local requirements before acting.

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