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Basic User Guide

Posted
Updated
ByAnthony Tolman

Logging In

LOGGING IN

  1. After completing the sign up process you will receive an email with your username/password
  2. Navigate to https://leadpm.io/login or use the link on the website Sign In
  3. Use details provided via email to login and update your password upon first login

Users

ADDING & EDITING USERS

  1. You will have 1 Admin User who can setup and manage other Users
  2. To manage Users navigate to the Users tab via the header menu
  3. To add a new User click New User and enter details and save
  4. To edit a User click on the Users tab via the header menu
  5. Select the User to edit from the list
  6. Edit User as required and save
  7. Click options for Password Reset, Deactivation and Deletion features. Select what is required and save

Modules

SYSTEM MODULES

The following Modules are available:

Estimates – Accessed via the header menu provides all Estimate data with extensive filtering functions

Orders – Accessed via the header menu provides all Orders data with extensive filtering functions

Valuations– Accessed via the header menu provides all Valuations data with extensive filtering functions

Invoices – Accessed via the header menu provides all Invoices data with extensive filtering functions

Clients – Accessed via the header menu provides all Clients data with extensive filtering functions

Users – Accessed via the header menu by Admin User only provides all Users data extensive filtering functions

Settings – Accessed via the header menu by Admin User only provides all system Settings

Settings

ADDING COMPANY SETTINGS

  1. Included in our signup process are basic Settings which are automatically added to the system
  2. You can also add & edit Settings.  Navigate to the Settings tab via the header menu and click on setting to add and save
  3. Settings include the following items:

Company Name/Address/Phone Number/Size/Vat number/Website & Email/Trades & Logo

You can also add your company specific Terms & Conditions and Footer information for

Valuations and Invoices

Adding Clients/Sites/Contacts/Projects

ADDING & EDITING CLIENTS

  1. Navigate to the Clients tab via the header menu
  2. Click New Client and fill in details. Mandatory fields are marked with *
  3. Click Create to add the Client to the system
  4. To edit a Client, Navigate to the Clients tab via the header menu
  5. Click Edit Client and update details
  6. Click Update to add Client to the system
  7. There are shortcuts to adding Clients from the Estimate tab by clicking New Estimate and then the blue + to add a Project. Then click the blue + next to Client to add. This is also on the Orders tab by clicking New Order and then the blue + to add the Project. Then click the blue + next to Client to add.

ADDING & EDITING SITES

  1. Navigate to the Clients tab via the header menu
  2. Click Client you wish to add Site too, Click Sites and then New Site .fill in details. Mandatory fields are marked with *
  3. Click Create to add the Site to the system
  4. To edit a Site, Navigate to the Clients tab via the header menu
  5. Click Client you wish to edit Site on, Click Sites and then select Site to Edit. Update details.
  6. Click Update to add Site to the system
  7. There are shortcuts to adding Sites from the Estimate tab by clicking New Estimate and then the blue + to add a Project. Select the relevant Client to  give the option to add Site shown as blue + next to Site field. This is also on the Orders tab by clicking New Order and then the blue + to add the Project. Select the relevant Client to  give the option to add Site shown as blue + next to Site field

ADDING & EDITING CONTACTS

  1. Navigate to the Clients tab via the header menu
  2. Click Client you wish to add Contact too, Click Contacts and then New Contact .fill in details. Mandatory fields are marked with *
  3. Click Create to add the Contact to the system
  4. To edit a Contact, Navigate to the Clients tab via the header menu
  5. Click Client you wish to edit Site on, Click Contacts and then select Contact to Edit. Update details.
  6. Click Update to add Contact to the system
  7. There are shortcuts to adding Contacts from the Estimate tab by clicking New Estimate and then the blue + to add a Project. Select the relevant Client to  give the option to add Contact shown as blue + next to Contact field. This is also on the Orders tab by clicking New Order and then the blue + to add the Project. Select the relevant Client to  give the option to add Contact shown as blue + next to Contact field

ADDING & EDITING PROJECTS

  1. Navigate to the Clients tab via the header menu
  2. Click Client you wish to add Project too, Click Project and then New Project. Apply the correct site and fill in remaining details. Mandatory fields are marked with *
  3. Click Create to add the Project to the system
  4. To edit a Project, Navigate to the Clients tab via the header menu
  5. Click Client you wish to edit Project on, Click Projects and then select Project to Edit. Update details.
  6. Click Update to add Project to the system
  7. There are shortcuts to adding Projects from the Estimate tab by clicking New Estimate and then the blue + to add the Project and also the Orders tab by clicking New Order and then the blue + to add the Project
  8. Projects Initially automatically have a status of Not Started

Estimates

CREATING & VIEWING ESTIMATES

  1. Navigate to the Estimates tab via the header menu
  2. Click New Estimate and select the project you wish to add Estimate too. Fill in details. Mandatory fields are marked with *
  3. There are shortcuts to adding Clients/Sites/Contacts/Projects from the Estimate tab by clicking New Estimate and then the blue + to add a Project. Then click the blue + next to Client/Site/Contact to add.
  4. Click Create to add the Estimate to the system in Draft Mode
  5. To fill out Estimate items click Edit Estimate and click add a group to get started
  6. Now you can select relevant Service Type for line item and fill out information – Qty, Unit, Rate
  7. Add additional line items by clicking +Add Item and repeat above steps
  8. Add additional groups by clicking +Add Group and fill out details as before
  9. You can also add Optional Items by selecting Optionals from the sub menu. Lines are added in same way as Estimate Items.
  10. Once completed click Save Changes
  11. To Edit Estimates in Draft Mode click into Estimate and then click Edit Estimate and update. Estimate in Draft Mode can be Edited as many times as you need. Items. Save changes to add to system.
  12. To send estimate to Client click into Estimate and then click Actions/Send Via Email. The Estimate is sent from [email protected]. It will pick up contact on Estimate automatically and you can add additional addresses in To, CC or BCC fields. You can also attached additional files.
  13. This marks the estimate as status “Sent to Client” automatically.
  14. To revise an Estimate which has been sent to Client, click on Estimate and then click Actions/Revise Estimate. This creates a new Draft Estimate with a /A reference. Edit as previously and repeat steps to Send to Client.
  15. To view all Estimates click on the Estimate tab via the header menu to retrieve
  16. Estimates are added with “No Status” set initially the following status types are available to be applied:

Client Tendering

Client Shortlisted

Client Negotiating

Client Secured

Client Lost

Company Negotiating

Company Lost

Won

On Hold

Archived

  1. Estimates are created with a Tender Status of “Draft” and the following other Tender Statuses are available:

 

In Progress

Awaiting Company Approval

Company Approved

Sent to Client (Automatically set upon sending email to client)

Declined to Tender

 

  1. In order to enhance Estimate Tracking you can assign Sales Contact (Internal Contact), Decision Maker (External Contact) Priority, Site Visit, Latest Actions, Follow Ups. Just use the drop down lists on the Estimate tab to select relevant inputs.
  2. You can add Caveats to your Estimates. Whilst in the Estimates menu click Caveats on the right hand top of the screen, Click New Caveat, Select Type from dropdown menu and then add content. These Caveats are stored for future use and you can select which to add upon adding the Estimate by selecting Caveats from the sub menu and selecting which to include
  3. You can add your Terms & Conditions to the Estimate which you have setup via the Settings Module and Signup. Select which to include on the Estimate by clicking actions and selecting relevant Terms & Conditions (Main or Subcontractor)
  4. You can import Estimates via the Excel importer feature. Fill out the LEADpm template, Ensure the Estimate is in “Draft” Status, Click Actions and then select import items, Select file to load.

Orders

TO ADD AN ORDER FROM AN ESTIMATE

  1. Navigate to the Estimates tab via the header menu
  2. Select the estimate which matches the Purchase Order you have received.
  3. Click on the Actions button and select +create order
  4. Enter the details from the purchase order and click create. Mandatory fields are marked with *
  5. Adding an Order will automatically update status to Active

ADDING ADDITIONAL ORDERS TO A PROJECT

  1. Navigate to the Orders tab via the header menu
  2. Click New Order and select Project you wish to add the Order too.
  3. There are shortcuts to adding Clients/Sites/Contacts/Projects from the Orders tab by clicking New Order and then the blue + to add a Project. Then click the blue + next to Client/Site/Contact to add
  4. Enter the details from the Purchase Order and click Create.
  1. To fill out Order items click Edit Order and click add a group to get started
  2. Now you can select relevant Service Type for line item and fill out information – Qty, Unit, Rate
  3. Add additional line items by clicking +Add Item and repeat above steps
  4. Add additional groups by clicking +Add Group and fill out details as before
  5. Once completed click Save Changes
  6. To view all Orders click on the Orders tab via the header menu to retrieve

ORDER ACKNOWLEDGMENT

  1. To send an Order Acknowledgement from the system Navigate to the Orders tab from the header menu
  2. Select the Order you wish to send Order Acknowledgement for and click Actions/Send Acknowledgement
  3. The Order Acknowledgement is sent from [email protected]. It will pick up contact on Order automatically and you can add additional addresses in To, CC or BCC fields. You can also attached additional files.

Valuations

CREATING/EDITING/ SENDING & VIEWING VALUATIONS

  1. Navigate to the Valuations tab from the header menu
  2. Click New Valuation
  3. Using the Project drop down list, select the correct Project. Enter the relevant dates and click Create to create the Valuation in Draft Mode
  4. Click Edit Valuation and update. You can add % or £ values. Save changes
  5. Whilst in Draft Mode you can edit Valuations as many times as required. From the Valuations tab select the Valuation to edit and click Edit Valuation. Update Items and Save changes
  6. Click Actions/Send valuation
  7. The Valuation is sent from [email protected]. Add the contact to send to (This will be added automatically after 1st Valuation) and you can add additional addresses in To, CC or BCC fields. You can also attached additional files.
  8. The Valuation is Marked as Valuation in Progress automatically
  9. To View all Valuations click in the Valuations tab to retrieve
  10. Upon Entry of the final Valuation for a Project the system will request you to Complete the Project. This will automatically update the status to Archived

REVISING VALUATIONS

  1. Navigate to the Valuations tab from the header menu
  2. Select the Valuation to be revised
  3. Click Actions/Revise Valuation. A new Draft Valuation is created with /A reference
  4. Click Edit Valuation and update. You can add % or £ values. Save changes
  5. Click Actions/Send valuation
  6. The Valuation is sent from [email protected]. Add the contact to send to (This will be added automatically after 1st Valuation) and you can add additional addresses in To, CC or BCC fields. You can also attached additional files.
  7. The Valuation is Marked as Valuation in Progress automatically
  8. Upon Entry of the final Valuation for a Project the system will request you to Complete the Project. This will automatically update the status to Archived

Invoices

CREATING/VIEWING & AMENDING AN INVOICE

  1. Navigate to the Valuations tab from the header menu
  2. Select the Valuation to be invoiced
  3. Click Actions/Create Invoice. Select Single Invoice or Split Invoice. A new Invoice is created.
  4. To send invoice to Client click Invoices tab in the header menu
  5. Select the Invoice to send from the list
  6. Click Actions/Send via Email and send Invoice
  7. The Invoice is sent from [email protected]. The Contact is added automatically and you can add additional addresses in To, CC or BCC fields. You can also attached additional files.
  8. The Invoice is Sent to Client
  9. To amend an Invoice click the Valuations tab from header menu
  10. Select relating Valuation to the invoice to be amended
  11. Click Actions/Undo Invoice and confirm at prompt
  12. Click Make Draft to enable Editing and update as required. Save changes
  13. Create new Invoice from updated Valuation by following steps 2 & 3

Project Management

MANAGING CLIENTS/CONTACTS/SITES/PROJECTS

  1. Navigate to the Client tab via the header menu to retrieve full list of all clients. You can filter list by Projects with Live Orders, Live Estimates and Inactive Projects. You can also search using the Search bar feature
  2. Select a Client to view full Client information
  3. Selecting Contacts view will show all Contacts relating to the Client. Clicking the individual Contact will enable editing
  4. Selecting Sites view will show all Sites relating to the Client. Clicking the individual Site will enable editing
  5. Selecting Projects view will show all Projects relating to the Client. Clicking the individual Project will enable editing
  6. Also under the Projects view is the Status, Order Value and Remaining Value of each Project
  7. Project Status are set automatically using the following criteria:

Not Started – Projects that have no active Orders

Active – Projects that have active Orders

Archived – Projects that have been Completed