Add leads, track follow-ups and convert a client

Before you start

You need Leads access and create/edit permission for the actions you use. Converting to a client also requires permission to create clients. You can create leads manually without Apollo.

Keep the next action visible

1. Open Leads → New lead. Enter the company and the contact or domain details you actually know, then create the lead.
2. Open the lead’s Overview. Use Set follow-up or Change follow-up, enter a date and useful note, then choose Save follow-up.
3. After a call or meeting, write the result in the activity note field and choose Add note. Assign responsibility where the lead’s controls allow it.
4. In Emails, choose Attach from inbox, find the relevant message and attach it. Review the linked email before relying on it as context.
5. Return to the list’s Follow-ups due filter for your review. Use Mark done or Clear follow-up after dealing with a reminder; a reminder is not a sent message.

Turn an agreed opportunity into client work

1. Check the lead’s people and email history. Choose Convert to client → and review the confirmation.
2. Open the resulting client and verify transferred contacts and linked emails.
3. Create the actual project, delivery milestones and tasks. Conversion does not itself mean work is delivered, accepted or paid.

Avoid duplicates and recover

Search existing clients and leads before creating another version of the same business. If conversion is unavailable, check client-create permission. Deleting a lead differs from converting it: read the deletion confirmation because the lead’s contacts and email links are removed with it.