Help Centre User Guides CRM & Client Selections

CRM & Client Selections: step-by-step videos

Add a client, keep a record of every conversation, move them through your sales pipeline and turn the lead into a job.

Add a client

Add a new client with their contact details, where the lead came from and what they want to spend.

8 steps 0:48 video For owners, sales staff and estimators with CRM edit access

Before you start

  • Have the client's name and how to contact them.
  • Know where the lead came from and, if they've said, roughly what they want to spend.
  1. 1

    Choose Add Client

    Clients in the sidebar opens the CRM dashboard. Click Add Client at the top.

  2. 2

    Name the client

    1. aClient name. A person, a couple or a company.
    2. bRegion groups your clients on the CRM dashboard.
  3. 3

    Check the status

    The status is where they sit in your sales pipeline: Lead, Qualified, Proposal, Negotiation, then Contract through to Warranty, or Lost.

  4. 4

    Record the lead source and budget

    1. aLead source: website, referral, signage, repeat client and so on. The dashboard reports on it.
    2. bInitial budget: what they've said they want to spend. It carries into their job.
    3. cAnything else worth knowing about how they found you.
  5. 5

    Add the contact details

    1. aThe main person you'll deal with.
    2. bTheir email and phone. Add a second contact below if there is one.
  6. 6

    Add their address

    Optional. On Address, start typing the street and pick it from the list; suburb, state and postcode fill in for you.

  7. 7

    Set their billing defaults

    Leave these until you're ready to invoice if you don't know them yet.

    1. aSales account, due terms, GST and discount pre-fill when you invoice this client.
    2. bSet a credit limit, and block new invoices over it if you want.
  8. 8

    Save the client

    Save client takes you to the client list. Save & create job saves them and opens a new job for them straight away.

    1. aSaved. The new client is at the top of your client list.
    2. bTheir status, contact and budget at a glance.

What happens next

Next, log your first conversation with them on their record.

Log an interaction

Record a call, email, meeting or quote on the client's record, so anyone can pick up the relationship.

6 steps 0:32 video For anyone with CRM edit access

Before you start

  • Add the client first (Add a client).
  1. 1

    Open the client

    Click their name. The client list is under Client List on the CRM dashboard.

  2. 2

    Choose Log interaction

  3. 3

    Choose the type

    Phone Call, Email, Meeting, Note, Quote Sent or Follow Up.

  4. 4

    Write a summary and notes

    1. aSummary: one line that says what happened.
    2. bNotes: what was said, agreed or promised.
  5. 5

    Save it

    1. aAdded to their Interactions, newest first, with who logged it and when.
    2. bFilter the history by type.
  6. 6

    See the latest activity

    1. aHow many interactions, and when the last one was.
    2. bThe latest five, on the front of their record.

What happens next

Log each call, meeting and quote as it happens. Anyone picking up the client can see what's been said and when.

Move a client through the pipeline

Use the pipeline board to move a client to their next sales stage with a drag.

4 steps 0:25 video For owners and sales staff with CRM edit access

Before you start

  • Every client you've added is on the board, under their status.
  1. 1

    Open the pipeline

  2. 2

    Find the client

    On a busy board, type a name in Find a client.

    1. aOne column per stage, with how many clients are in it.
    2. bEach card shows the contact, region and budget.
  3. 3

    Drag them to the next stage

    1. aDropped in Qualified. It saves straight away.
    2. bMoved the wrong card? Click Undo.
  4. 4

    Check their record

    You can also change the status with Edit on their record. CortexPM moves clients forward for you as their estimates, contracts and jobs progress, but never backwards.

    1. aTheir new status.
    2. bEach move you make is logged, so you can see when they progressed.

What happens next

When the lead becomes real, start their job from the client's record (next video).

Turn a lead into a job

Start a job straight from the client's record. The client and their budget are filled in for you.

5 steps 0:28 video For owners, project managers and estimators

Before you start

  • The client is in CRM (Add a client).
  • Have the site address if you know it.
  1. 1

    Choose New job

  2. 2

    Check the client and budget

    1. aThe client you started from.
    2. bTheir initial budget from CRM.
  3. 3

    Name the job

  4. 4

    Add the site details

    1. aThe site address also sets up the job's site geofence. See Create a job in the Jobs & Job Cost videos.
    2. bA new job starts at Lead.
  5. 5

    Create the job

    From here, estimate the job and contract it.

    1. aCreated.
    2. bThe job gets the next job number, linked to the client.

What happens next

Next, estimate the job (Estimating guide). The job is also listed on the client's Jobs tab.

Recorded 18 October 2026 in a demo workspace. What you can see and do depends on your role and your company's permissions, and screens may differ slightly as CortexPM is updated. The written guide is here.