Inside My ClickUp Lead Tracker (And Why It's Not in Dubsado)
You've had a great chat in the DMs. Someone's said "oh, I'd love to work with you one day." Someone else booked a discovery call three weeks ago and you still haven't followed up.
If you don't have somewhere to put all of that, it disappears. Not because you don't care, because your brain wasn't built to hold fifteen conversations at fifteen different stages, all at once.
That's what my lead tracker is for…
It's not fancy, and it's not automated to within an inch of its life, but it's the one place every lead lives, no matter how hot or cold, and I LOVE it for keeping track of who I'm talking to, where they're at in their journey and what their next move might be.
Why ClickUp and not Dubsado?
People assume a lead tracker belongs in a CRM like Dubsado, and to an extent, it does.
Dubsado helps me manage my leads by sending them schedulers, contracts etc.
But Dubsado is built for client admin, contracts, invoices, onboarding. It's not built to hold the in-between conversations. The person who commented on a Reel. The DM chat that hasn't turned into an enquiry yet. The lead who went quiet three months ago over budget, who might be ready now.
Hence I use my ClickUp lead tracker because as you'll read it DOES help me with all that...
In terms of automations I do have a Zapier automation that pulls a new enquiry straight from my Dubsado form into ClickUp, landing it in "New Lead" status with a name and business name already filled in. I can then add the detail I want to from there.
The five statuses i track
Every lead sits somewhere on a simple pipeline, from a first hello through to booked or lost. My favourite and most used status in here is 'Chatting on SM' that might not be the right fit for you but for me this is everyone I'm chatting with in the DMs, or who's clicked a link in an email, met IRL, or commented on my reel showing interest.
They're people worth building a relationship with.
They're people I'd forget about if they weren't in my lead tracker.
What I actually track for each lead
Alongside the basics, I'm tracking things like which industry a lead is in, what offer they're interested in, roughly what the sale's worth if it converts, and where they came from in the first place.
I keep a note of the last conversation we had which means I never open a chat cold.
All of this date is SO helpful - at the end of the year I'll know where most of my converted leads came from. What the most popular offer was, and how many people booked me from a certain industry.
tracking why you lost someone
When a lead doesn't convert, I don't just move them to "Lost" and move on. I log why, because not every "no" is really a no.
And some reasons are worth revisiting down the line like budget and timing... that person will at some point have the budget for you and the timing will be right for them. So staying in touch is important to building your relationship.
Turning the tracker into decisions
This is where the lead tracker earns its keep. Looking back over it every month or quarter can tell you things you'd never notice conversation by conversation, where most of your business actually comes from, whether your pricing matches what people are willing to pay, even whether a step in your process is doing anything at all.
This is the beauty of keeping the data in one place and storing it in a system that gives you the information you need.
Want a lead tracker like this in your own business?
A lead tracker is one small piece of what goes into a systems build, we can also work on your project management, team management, team capacity, client support requests, content management (pretty much anything ops related I can build for you in Dubsado & ClickUp!)
If your leads currently live in your memory, a spreadsheet you forget to open, or six different platforms at once, that's exactly the kind of thing I build inside Summit Suite.