THE SHORT ANSWER
You need five fields and three automations, not a platform migration. Fields: source, delivery timestamp, first-contact timestamp, stage and outcome. Automations: instant push notification to a named owner, an automatic acknowledgement to the homeowner within sixty seconds, and a dated follow-up task. That setup is enough to measure everything that matters and to stop leads dying in an inbox.
The five fields, and what each one lets you diagnose
Source - which supplier or campaign produced it, so you can rank by closed revenue rather than lead count
Delivered at - the timestamp the lead reached you
First contacted at - the timestamp of your first attempt. The gap between these two is the most predictive number in your business
Stage - new, contacted, quoted, won, lost, postponed. Six values, no more
Outcome reason - why lost, in a short fixed list. This is what tells you whether to change supplier or change process
The three automations that pay for themselves immediately
Push, do not email. A notification to a phone held by a named owner. Shared inboxes are where paid leads cool.
Auto-acknowledgement within sixty seconds naming your company and saying a call is coming. This holds your position while a human gets free.
Dated follow-up task created automatically at day three and day seven, assigned to a person rather than to the record.
The one report to run weekly
Median minutes from delivered to first contacted, split by owner. Nothing else on one page.
It is the fastest diagnostic you have: if the median is above thirty minutes, no change of supplier will improve your results, and improving it costs nothing. Most companies discover a factor-of-two difference between owners the first time they look.
What not to build yet
Skip lead scoring, multi-touch attribution models and custom pipelines until the five fields are being filled reliably for a full month. Sophisticated reporting on inconsistently entered data produces confident wrong conclusions, which is worse than no reporting at all.
Related answers
Frequently asked questions
Do I need a CRM at all for low volume?
Under about twenty leads a month, a disciplined shared spreadsheet with those five columns works. The fields matter more than the tool.
What if my supplier delivers by email only?
Forward-to-CRM or a simple parsing rule solves it, but ask for push delivery. Email delivery is a speed tax you pay every single lead.
How long should I keep unconverted leads?
Keep postponed ones for a quarterly follow-up with a clear lawful basis and delete the rest. Indefinite someday lists create compliance exposure and no revenue.
Does Flock integrate with a CRM?
Leads are delivered with their qualification detail so they can be routed into whatever system you already use, including as a push notification.
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