Leads

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Neptune CRM Location: Side Nav -> Leads

The Leads feature helps you review inbound enquiries, qualify them faster, and convert the right leads into customers.

Watch the walkthrough

Before you start

Confirm your account has access to Leads in the Side Nav.
If you do not see Leads, your account may still be using the older Enquiries view.
Set up your lead sources in Workflow if needed.
If your team uses follow-up automations, prepare your Sequences.

Bring new leads into Neptune

On the Leads page, Neptune shows a forwarding email in this format:

leads+[your-short-code]@inbound.neptunecrm.com

Forward enquiry emails to that address to create leads in Neptune.

Work from the leads list

The Leads page gives you a list view with:

Updated date
Lead name
Status
Suburb
Association
Owner

You can:

Select one or more status shortcuts, or open More statuses for the complete list. Selected statuses remain visible beside the shortcuts. Select All to clear status filters or Reset to return to New.
Filter by association from the Association column.
Filter by owner from the table filter.
Sort by Updated to bring recently changed leads to the top.
Choose to show 10, 25, 50, or 100 leads per page using the pagination controls.
Click a row to open the lead inbox drawer.
Open Rejected enquiries to review enquiries that were not accepted automatically.
Open Outstanding enquiries to jump back to the older Enquiries view when there are still unconverted enquiries there.

Admins can update several leads in one action:

Select the checkbox beside each lead.
Choose Assign status, Assign owner, or Add to sequence from the bulk action bar.
Select the new value or sequence.
Confirm the action.

Neptune updates the selected leads and reports any records that could not be added to a sequence.

Administrators can choose which statuses appear as shortcuts and change their order from Admin > Workflow > Lead statuses. See Lead statuses for setup and guidance on renaming or removing statuses.

Process a lead in the inbox drawer

Inside the drawer, you can:

Update lead status (for example New, Triaged, Qualified, Unsuitable, Lost, plus your custom statuses).
Read the inbound message.
Review the lead’s main contact details.
Add or edit the address.
Assign an owner.
Enroll the lead into a sequence.
Convert the lead to a customer.

Use View lead page when you need the full lead record, want to manage contacts, or need more lead tools.

Use the full lead page

The full lead page includes:

Tabs for Timeline, SMS, Emails, Uploads, Sequences, Tasks, and Comments
A details panel where you can review and edit the lead’s name, source, owner, address, and updated date
A contacts panel where you can add, edit, remove, and set primary contacts

From the full lead page, you can also:

Add the lead to a sequence.
Convert the lead to a customer.
Edit lead details (name, source, owner, address).
Add, edit, remove, and set primary contacts.

Create and manage tasks for a lead

Use lead tasks to schedule calls, follow-ups, or other work before the lead becomes a customer.

To create a task:

Open the lead’s full page.
Select the Tasks tab.
Click Add Task.
Choose the start and end date or time. Turn on All day when a specific time is not required.
Enter a Title and optional Description.
Select the user or users responsible for the task.
Optionally select a start form or end form.
Click Save.

The task appears in the lead’s Tasks tab and on the assigned users’ Planner.

To manage existing tasks:

Click the pencil button to edit a task.
Turn on Show past tasks to include completed or older dates in the list.
Open the ellipsis menu and select Delete when a task is no longer required.

The lead is fixed as the task’s record while you create or edit it. Create the task from another record or from the Planner when it should be attached somewhere else.

Convert lead to customer

You can convert a lead to a customer from the inbox drawer or from the full lead page.

If you convert from the full lead page and the lead has active sequences, Neptune lets you choose to:

Stop active sequences first, or
Keep sequences running after conversion.

After conversion, you are taken to the new customer record.

Tasks linked to the lead move to the customer record during conversion. After conversion, open the customer’s Tasks tab to continue managing them.

Convert customer to lead

Administrators can change a customer back into a lead when the record was created as a customer by mistake.

To convert a customer:

Open the customer record.
Click More.
Select Convert to lead.
Review the confirmation and click Convert to lead.

The record moves from Customers to Leads with a New status. Compatible history remains connected, including contacts, comments, uploads, emails, proposals, tasks, and sequence enrolments.

If the customer was created by converting a lead, Neptune reopens that original lead. The audit history remains available, and funnel reporting treats the earlier lead-to-customer conversion as reversed.

Convert to lead is unavailable when Neptune cannot safely move the customer. For example, conversion is blocked when the customer is an association or has a job, contract, contract variation, invoice, accounting-system link, a sequence step currently processing, an active lead using the same record, unsupported customer information, or too much linked history to move in one operation. Hover over the unavailable action to see why it is blocked.

Remove or finish the blocking work when appropriate, then open More again to recheck the customer. Some records, such as customers with completed financial or contractual work, should remain customers.

Rejected enquiries

Use Rejected enquiries on the Leads page to review enquiries that were rejected during intake.

For each rejected enquiry, you can:

Review the rejection reason.
Open a conversion form and adjust the name, email, phone, address, source, or comment before creating the lead.
Convert it into a lead, or
Delete it permanently.