Some of us track in Monday, some in Google Sheets. The tool doesn't matter, the structure does. Set it up like the tables below, and keep it clean: update the moment something happens, not end of day. Move the stage, set the next action, add a log entry. Keep following up through the cadence before you mark a lead lost, and when it's truly over, log why and close it. A clean CRM is one where every open lead is genuinely alive.
| Company | Contact | Stage | Last touch | Next action + date | Notes | Log |
|---|---|---|---|---|---|---|
| Shade Co. | Mike, owner | Demo | May 24 | Call to set up demo, May 28 | Liked the AR, deciding. | May 24, sent video. May 20, first call, friendly. |
| SunStruct | Dana, sales mgr | Engaged | May 26 | Send video, May 27 | Quoting by hand, frustrated. | May 26, replied on WhatsApp, keen. |
| OutdoorPro | Sam, owner | Won | May 20 | Onboarding, May 30 | Closed, Early Partner. | May 20, signed. May 15, demo went great. |
Notes is the current snapshot, one line, overwrite it as things change. Log is the running history, add a dated line per interaction, never erase. In Monday, use the row's Updates for the log. In Sheets, a log column or a second tab. Next action + date is the column that keeps every lead moving.
| # | Stage | What it means | Move on when |
|---|---|---|---|
| 1 | New | Identified and qualified as a fit. Not contacted yet. | You make first contact. |
| 2 | Contacted | First touch made, call, email, or message. Waiting to hear back. | They reply or show interest. |
| 3 | Engaged | They replied or showed interest. A real conversation is alive. | You send the video or book a demo. |
| 4 | Demo | Video sent, or a demo booked or done. They've seen the product. | You present Early Partner terms. |
| 5 | Offer | Early Partner terms presented. They're deciding. | They say yes or no. |
| 6 | Won / Lost | Closed. Always log why, it's how we learn what works. | Done. Start the next one. |
Every live lead has a next action with a date. If it doesn't, it's dead, close it or schedule the next touch.