Adding Lead Contacts
Adding a lead contact is the first step in the PMSuite sales pipeline. A lead records who the prospect is, where they came from (Lead Source), and who owns the relationship (Lead Owner). From there the flow is Lead → Deal → Deal marked "Win" → lead auto-converts to a Client.
You can add leads one at a time from the Lead Contact page, import them in bulk from a CSV, or capture them automatically through the embeddable Lead Form.
Who can use it
Company Admins, and any user whose role grants access to the Leads module. Module access itself is controlled in Settings → Module Settings (Leads must be enabled) and per-role permissions in Settings → Roles & Permissions.
Prerequisites
- Lead Sources — configured under Settings → Lead Settings → Lead Source. PMSuite ships with Google, Facebook, Email, Referral, Direct, LinkedIn, Upwork, and YouTube; you can add your own. See Lead Sources & Categories.
- A Lead Owner — at least one user who can be assigned as the owner of the lead.
- If you plan to create a deal at the same time, a pipeline and stages should exist. The default pipeline is Sales Pipeline and new deals start in the Generated stage. See Deal Pipeline.
How to Access
Navigation: Sidebar → Sales → Lead Contact (/account/lead-contact), then use the Add button on the list page.
Step 1: Open the Add Lead form
From the Lead Contacts list at /account/lead-contact, click Add. The lead creation form opens.
Step 2: Enter the lead's details
| Field | Description |
|---|---|
| Salutation | Mr., Ms., Dr., and similar prefixes. |
| Name | The lead's name — the primary identifier shown throughout the Sales module. |
| The lead's email address. Also used when sending proposals to a lead recipient. | |
| Lead Source | How the lead was acquired. Pulled from Settings → Lead Settings → Lead Source. |
| Lead Owner | The user responsible for this lead. |
| Added By | Populated automatically from the user creating the record. |
Fill in as much detail as you have at creation time — the Client record the lead later converts into has equivalent contact and company fields (mobile, office phone, city, state, postal code), so complete leads make for complete clients.
If your company has defined Custom Fields for Lead objects, those appear on this form as well.
Step 3: Optionally create a deal at the same time
The add-lead screen includes a toggle to auto-create a linked Deal alongside the lead. Enable it if the prospect is already qualified and you want them on the pipeline immediately — this saves you from creating the deal as a separate step.
Leaving it off simply creates the lead contact; you can create a deal for that lead at any time afterwards. See Creating Deals.
Step 4: Save
Save the form. The lead appears in the Lead Contact list, can be filtered by Type and Date range, and is available for selection when you create deals, proposals, and estimates.
Adding leads in bulk or automatically
- CSV import — use the Import option on the Lead Contact page; the importer accepts CSV files. (Export is available from the same page.) See Importing Leads.
- Lead Form — Sales → Lead Form produces an embeddable iframe plus a standalone shareable link, with per-field show/hide and required/optional control (City, State, Country, Postal Code, Source, Product, and Lead custom fields). See Lead Form.
- Incoming webhook — leads can be pushed in from external systems via the
POST /incoming/leadaction endpoint on the webhook base URL (https://[workspace].pmsuite.co/api/webhooks), authenticated with an API key. Manage keys under Integrations → API Keys (/account/webhook-api-keys).
Effect on other features
- Deals: The lead becomes selectable as the Lead Contact on a deal.
- Lead → Client conversion: Setting a deal's stage to Win auto-converts the associated lead into a Client record. This is the only trigger for conversion.
- Projects are never auto-created. Winning a deal does not produce a project. Creating a project is always a separate, manual step. See Projects.
- Proposals: Proposal emails can be sent to a Lead recipient, not only to clients. See Creating Proposals.
- Reports: Lead and deal data feeds the Deal/Lead Report at
/account/lead-report. See Deal Reports. - Notifications: Lead events are one of the notifiable event types, so they can be routed to email and — if configured — to Slack via Settings → Notification Settings → Slack.
- Google Calendar: Lead follow-ups are one of the record types PMSuite can push to Google Calendar when Google Calendar Settings are enabled and the connection is verified. Sync is one-way, PMSuite → Google Calendar — items created in Google Calendar do not appear in PMSuite.
Limitations
- No automatic project on a won deal. Workaround: after the deal reaches Win and the lead converts, create the project manually from Projects → Add Project (
/account/projects/create) and link the newly created client. - Lead Source list is admin-controlled. If the source you need is missing, you cannot add it from the lead form. Workaround: ask a Company Admin to add it under Settings → Lead Settings → Lead Source, then reopen the form.
- One-at-a-time entry is slow for large lists. Workaround: use the CSV import or the embeddable Lead Form instead of manual entry.
Troubleshooting
- Leads aren't in the sidebar. The Leads module may be disabled. Enable it in Settings → Module Settings, and check your role has lead permissions under Settings → Roles & Permissions.
- The lead form on my website doesn't validate its CAPTCHA. Two things must both be in place: the Google reCAPTCHA toggle in Settings → Recruit Settings → General (this is the correct location — not Sign Up Settings, which is the most common mix-up), and the domain hosting the form whitelisted in the Google reCAPTCHA admin console. If either is missing, validation fails silently.
- A won deal didn't create a project. That is expected behaviour, not a fault — see Limitations above.
- Deal or pipeline views are hidden. Check your role's permission level for the Deals module under Settings → Roles & Permissions (levels are None, Added, Owns, All), then log out and back in — permission changes don't always apply to an already-active session.
- Large lead lists. Lead volumes of 200+ entries are confirmed to work smoothly, with no hard cap.