How to Organize & Track Your Sales Leads in 7 Steps

Cody Cromwell
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Determine & Define Your Lead Sources

First, you need to determine what kind of lead sources would work best for you. Are you selling online? Do you have a product that’s valued in the home? Are you a service company? Where do you plan to sell?

Once you’ve identified your lead sources, you need to implement a Sales Lead Management Proces in order to track the leads.

Step 1: Choose the right software for your lead management.

Step 2: Design your system.

Step 3: Set up your lead database.

Step 4: Attract leads.

Step 5: Manage your leads.

Step 6: Close the deal.

Step 7: Optimize your leads.

Evaluate & Select Lead Tracking Options

The first step in implementing a lead tracking system is choosing the right lead tracking software.

There are quite a few different options to consider, so first figure out what type of lead tracking system will work best for your company. Is it a software tool designed to help you manage all of your leads inside the sales pipeline? Or, do you need something that will let you keep track of sales leads that have reached a certain status, but aren’t necessarily in the sales pipeline? The answer to this question will play a huge role in the next step, which is finding the right software to help you keep your leads organized.

Once you’ve got an idea of the type of lead tracking software you need, start looking into some of the different options that are available. The differences between different lead tracking software may seem overwhelming at first, but as you look into a few different options, you’ll quickly see the similarities. Remember, the software has to suit your specific needs, so don’t let a shorter list of features slow you down.

Lead Tracking CRMs

There’s a lot of options in the market when it comes to lead tracking CRMs or customer relationship management tools. But here’s the deal.

If you’re a small business, you have limited resources to dedicate to your marketing. You may be good at what you do and this may have led to business success but that doesn’t mean you are able to hire specialists. Therefore, you need an affordable marketing tool and platform. One that not only helps you track your leads and manage more customers, but also supports you in marketing your business. You want it to be easy to use. And a CRM does all these well.

Just how easy? Well, all three of those seem to be simple enough, but now let’s go to the next one, … easy to use.


As an entrepreneur with a goal to organize sales leads and sales opportunities, tracking them in a spreadsheet can help you stay on track. The system you follow depends on the stage of your business. In the beginning when you have just a few prospects, you can easily organize sales leads, sales opportunities, or sales leads and you’ll be fine.

As your business grows, however, the sheer number of leads will make organizing them a challenge. But thankfully, a spreadsheet is an efficient way to track them.

The three most common ways of organizing sales leads include:

{1}. A spreadsheet that has columns for prospects, leads, and newly closed sales.
{2}. What’s called a list beacon. It’s simply a piece of paper where you have one or more columns for prospects and sales.

Email Campaign Tools

Review: Email Master Toolkit

Normally when you set up your company’s email marketing, you’ll be assigned a certain number of addresses and you’ll be able to send to all of them. A great email tool can do a lot to improve the flow of your email campaign.

Email Master Toolkit will show you how to build an email campaign from scratch, increasing your effectiveness, ease of use, and speed to market.

Set Up Your System & Test It

The first step is to set up your system and test it to see whether it works for you. Depending on the equipment and software you have, it could be an easy process or a difficult one, so it’s important to start with a trial run to see how the system works for you before you invest a lot of time and money.

If you are going to be using your own computer and prefer to use tools that are familiar and cost effective then I recommend using a CRM (Customer Relationship Management) tool to manage your leads and sales.

The important thing to remember is that your business is your business and it’s your sales, so I highly recommend that you manage your money and your records through your own personal accounts if you can. Being an entrepreneur is a lot of work as is, so no need to add to your workload.

Take Advantage of Tutorials

The Interactive Sales Leads (iSL) marketing program is a sales funnel that consists of various marketing funnels that all lead to one goal – pipeline reporting. In this program, you’ll find the following seven marketing funnels:

  • i) Automatic follow-up sequence for sales leads (Click here to view)
  • ii) Simple Lead Capture Code (Click here to view)
  • iii) Sales email checklist (Click here to view)
  • iv) Blog subscriber list (Click here to view)
  • v) Sales Page Opt-in (Click here to view)
  • vi) Fully Automated Marketing Funnels (Click here to view)
  • vii) Batch Automation Funnels (Click here to view)

ISL leads are passive leads who are not 'warm' (not in contact with you). They are not ready for a webinar or live sales training and you can't contact them either. This program handles all the tasks so that leads register at Marketing Automation Platform (MAP). It then sends them choose-able sales pages and announce the webinar and live training.

Test Your New System

Test out your new system in small batches, Get 10, 35, 50 or 100 of your most active new prospects to participate in a no-cost, no-risk, open ended survey and give you feedback.

Another test idea is to get your most seasoned customer to get involved and talk with your new prospects. This is even more valuable as they are the experts in dealing with you. It’s also valuable to find out what they like and don’t like with the challenge and what does and does not work for them and explain how to work with them.


Take the results of the tests and subtract the negatives from the positives and adjust. If in there are a number of positives that’s difficult to monetize do a needs analysis and work that out.

If the negatives are too much, you can ignore their complaints and adjust yours. If the negatives are too small there’s nothing to change. If the positives are small give them more and adjust your leads accordingly.

Finally take the feedback, talk to a few more customers, and test putting it all in place. If your test Pay Now Period is set to 30 days make a second test for 30 days and make adjustments based on the results.

Don’t Be Afraid to Make Changes

Do you find yourself scratching your head in confusion when trying to figure out where your leads came from? Did you know that you can track your email addresses without using a hosted lead management CRM?

You can use our free lead tracking software Zapier to record your leads and identify them in Salesforce without using a CRM. This means that you can organize them in Salesforce later. In fact, here are 7 next steps to get started.

Track Leads Sent via an Email with Zapier

Zapier can help you record data on any type of lead sent to Salesforce from an outside source.

You can use the field Email in Lead to record the email address of the lead. Once the data is recorded, you can view and delete the lead, or move it to the appropriate stage of the sales process. Or you can redirect a lead as part of an automation if you have Salesforce Advanced, Salesforce Lightning, or Salesforce Service Cloud. For more information on using Zapier to migrate leads, see the Zapier article How to Use Zapier to Move Leads.

If you are using a hosted CRM such as Salesforce, you can run Salesforce leads in Zapier instead of a CRM. Salesforce Advanced helps you record data on leads in Salesforce. Salesforce Lightning and Salesforce Service Cloud also provide you with the tools you need to record leads in a hosted CRM.

Roll Out Your Lead Tracking System

There’s no doubt that the number of leads generated by your SEO and PPC advertising page by page can be overwhelming. How are you supposed to keep track of what pages they’re coming from, the pages they’ve visited, and the landing pages they’ve visited? Even when you track everything manually, it can be a lot of work. Consider setting up a lead tracking system to streamline this task, help your company stay on top of things, and save you time.

A lead tracking system can be built with Google Docs or a spreadsheet program like Excel or Numbers. It makes it easy to track leads generated from search, display, and social media advertising. If you don’t have enough accounts, a secondary spreadsheet can be created for tracking and storing advertising information.

The components of a lead tracking system include:

A landing page URL for Each Keyword on Your Site

For each keyword on your site, you’ll need a landing page URL. This is the specific web page where the user is directed to after clicking your ad. It’s important to make sure your landing pages are set up properly for each keyword.

There are two types of landing pages:

A. Destination landing pages

B. Variable landing pages

Input & Assign Leads

It’s not easy to hold consistent conversations with your prospects and clients, especially IF they are on the fence about you or your product/ service. Having clearly defined Sales Leads is the key to having productive conversations and building relationships with them.

Typically, sales leads are generated automatically after the sales process is complete based on the informational/educational value of the first interaction. This value drives sales cycle optimization and the conversion of prospects into customers.

However, inputting and assigning leads to potential gaps in the sales funnel is a great way to keep an eye on the hidden prospects in this funnel and to enhance your conversion rate for the sale.

To do so effectively, you need a comprehensive database. Click here for more on how to do so in Salesforce2PPC.

Pro Tip

If you are new to Salesforce, check out this "Salesforce For Dummies" tutorial video.

Lead Input & Assignment With Spreadsheets

{1}. List your contact information (name, company name, logo)
{2}. Identify the type of business (trade show, e-commerce, etc.)
{3}. List your lead source contact
{4}. Create your lead generation form and upload it on your website
{5}. Consistency is key … keep the form updated as necessary
{6}. Add your lead source as a business contact in your CRM software
{7}. Monitor the form to remove invalid leads and assign them to your sales team to follow up

A good lead management strategy can be the difference between success and failure. It’s easy to get overwhelmed during the process, but ultimately it’s important to be consistent. These 7 steps will help keep you on track: Outsource your lead generation process to a company that specializes in collecting leads for businesses like yours.

While any experienced sales rep can create a lead form and collect your information, it’s not an efficient use of your time. Companies like Inman Connect list thousands upon thousands of events and trade shows across the world that generate a captive audience of leads. Inman Connect’s marketers collect your contact information and add you to a database for quick and easy follow up.

Lead Input & Assignment With Lead Tracking Software

In most of the business engagements, leads play a vital role, especially in those where the nature of the sale is to be manufactured (often called lead-generation). In the context of lead generation, an opportunity is a proposed manner of sale. Whether that sale will generate a direct sale or a referral or both is not an issue. The fact is that without a lead, an opportunity can’t even be assigned.

In most cases, the prospect is at least aware of the company or brand, gathers information about it from various sources (that is, resources), decides to take the next logical step (whether that step is to be inquired about, to buy that product or service, or even to buy from it), and finds his or her way to the company’s website.

Once the prospect enters the website, he or she may log into his or her contact account or ask to be contacted by email.

A prospect’s outreach typically goes through several forms of stages. From the initial inquiry, there is a lead definition, last name, first name, reward points, to the agreement of the order, which is the final stage of the lead.

The entire engagement between the prospect and the company is documented in a Lead Management System (LMS) for the purpose to follow-up with the prospect about his or her engagement.

Nurture Your Leads & Track Activities

One of the most challenging aspects of any marketing or consulting endeavor is generating leads. Leads represent a unique opportunity for businesses to form a connection with a potential customer and adapt their products or services based on what the customer needs. This is the essence of generating leads.

To form a genuine relationship with your leads and turn them into an investment, it’s important to nurture your leads. Promotion plays an essential role in keeping the leads coming in, but it can’t go hand in hand without proper tracking and organization to make the most of your time.

Organizing leads is an essential part of keeping them coming in and making the best use of your time. Without proper tracking and organization, leads can turn into distractions and a nuisance. It can lose you valuable time a day and a month, especially if you have several teams to manage.

As you promote your business, there are several steps that can help you make more sales and turn more of your marketing activities into leads. Here are some of the common steps taken by a lead generation system based on three of the most common market segments: B2B, B2C, and B2B2C:

Prioritize Your Leads

(Individuals who contact you) Above All Else

Keeping your CRM organized is one of the most important steps to acquiring more lead opportunities. Organize and track your leads in a way that will make you the most money/leads possible. Make sure that the leads are prioritized by how profitable a lead they are to you.

These are the different ways of categorizing leads:

High Priority Leads

You should make sure to close these leads as soon as possible because they are the most likely to close in your next conversation. You can use the option within your CRM to assign these leads to your sales agent directly. You should always use a system like this since it provides more control over the entire process.

Medium Priority Leads

The medium priority leads provide little income in the short run, yet they may be very beneficial in the long run. They are the ones that you want to close in the next few months. These are the leads that will save your business the most money.

Low Priority Leads

The low priority leads will cost your business more money since they will not close any time soon. You should not close these leads if you are able to avoid it. Sometimes it’s OK to keep a low priority lead as it can act as a reminder for you, or it could be a good way to refer them to a client.

Frequently Asked Questions (FAQs)

Do you know how to go about generating and converting sales leads? There’s an extensive list of techniques to follow and the best way to generate sales leads is a topic that can be debated endlessly.

Despite various ways to generate sales leads, do you have a question or two when it comes to selling to potential clients? Or maybe you’ve been expressing a desire to know … what are the best strategies for generating more and better sales leads?

The truth is, generating relevant sales leads is one of the most difficult jobs for any entrepreneur who wants to establish a strong business. Trying to overcome the obstacles to generate more sales leads can be a full time job.

In this post, we’re going to take a deeper look at some of the most frequently asked questions (FAQs) regarding the ways to generate sales leads.

Questions like these are commonly asked by marketers and entrepreneurs who are in the early stages of launching their business ventures. Knowing where to begin and the best way to go about it is definitely a challenging task.

Learn how to set yourself up for success and also keep potential clients informed about why you are calling them. This will make it easier to generate more and better sales leads.

How can I generate more sales leads?

What is lead tracking & organization?

Lead tracking & organization is one of the most important things that a sales representative needs to know in order to identify the problem areas and improve the business.

Without tracking and organization capabilities, all efforts during sales campaign would be in vain. A few days after learning about their business, I ask the sales person to track and organize all the contacts that they have generated and their jobs so that they can identify the problem areas.

Lead tracking helps to identify the leads that are not ready to buy the product, leads that have been given to other sales representatives and leads that are not ready to give the sales representative a minute of their time. Once this is done, these leads would not have to spend your time with them.

Lead tracking and organization comes in handy when you are organizing your sales campaign and also encourages them to work hard. If they work hard, someday, they would become a successful business person.

What is lead tracking software?

B2B lead tracking software is basically a program that enables you to manage and track your prospects and leads, right from the time they enter your business’s sales pipeline and until the time they close the deal.

That’s one of the most effective ways to work effectively to generate sales leads that convert.

The main focus of lead tracking software is to offer you complete sales tracking and follow-up capability. Means, within one shot you can be able to do a lot more to move the most compelling sales opportunities forward.

Sales tracking and lead management systems make this possible. A system enables you to create leads, track them, monitor their activity, and provide you with the feedback needed to track and manage your sales and nurture your lists.

There are many lead tracking software solutions in the market… some are too expensive, some are too complex and might not work for your business.

Basically, all the lead trackers in the market have four key components:


Leads/Opportunities: This tracks leads. It tracks leads according to lead level (i.e. pre-qualified leads, field sales approaches, etc.).

Lead Mapping: This enables you to do detailed mapping to how your leads are built and coming into your system.

Should I use a lead tracking spreadsheet if I’m on a budget?

While everyone has different needs, here are a few reasons to try out a lead tracking spreadsheet for free:

If you’re a solo business owner, a spreadsheet is the perfect way to keep your sales and marketing efforts organized. You can track your sources, lead activities, contacts, and the number of leads that have gone live (or that you’ve closed altogether).

If you’re a marketing professional and need to track the status of leads in an organization, a spreadsheet is the best explanation method to keep people and organizations within your organization informed. Rather than one manager getting in touch with another manager, you can each have a copy of the spreadsheet. This makes it easier for you to pass information on down the line.

Finally, spreadsheets can be a great way to learn and teach skills to employees. If you’re handing off customer data to your sales team, they need a way to understand the details and various stages of the sales cycle. By working it into your marketing plan, you can introduce it. And when you start tracking it in Google Sheets and updating the status at each stage, the sales team will see how the leads work their way through the process. This helps them understand your brand and what you do.

There is no real downside to giving Google Sheets a try. They’re free and easy to use.

Bottom Line

When you want to sell more, it’s obvious that you need to develop a repeatable process in order to do it. When you learn to build rapport with your audience, your results will dramatically increase.

As you create an online presence for your business, look for opportunities to do more of what your audience responds to.

The most successful companies always tend to differentiate themselves and catering to their own unique audience. The more they focus on their audience, the more sales they make.

When you develop a solid repeatable process in the sales process, you maximize things like your time and your results.

If you are selling on eBay, selling more on eBay means organizing and tracking your leads. That means understanding how your pitch works and how you get them to buy your product.

Once you realize the importance of knowing how to transition from lead to sale and how to use an effective pitch, you’ll get more leads, close more leads, and increase your sales dramatically.

Creating a repeatable process is how you set yourself up for more sales in your business. And when you sell more, your income improves.