Managing Your Leads
The lead management system is your built-in CRM for tracking buyer enquiries from first contact through to settlement. This guide explains how leads flow through the pipeline and how to manage them effectively.
Requirements
Lead pipeline access requires a Starter or Unlimited subscription plan. Free tier users see an upgrade prompt on the Leads tab. See Billing & Subscriptions to upgrade.
Lead Pipeline Stages
Each lead moves through the following stages:
| Stage | Description |
|---|---|
| New | A buyer has submitted an enquiry and is awaiting your initial contact |
| Contacted | You've made first contact with the lead |
| Fact Find | You're gathering the client's financial details and requirements |
| Submitted | The loan application has been submitted to a lender |
| Conditional | Conditional approval has been received from the lender |
| Approved | Full unconditional approval has been granted |
| Settled | The loan has settled successfully |
| Lost | The lead did not proceed (client went elsewhere, changed plans, etc.) |
You can update a lead's status at any time as it progresses through your workflow.
How Leads Reach You
Leads can come from several sources:
Listing Widget
When a buyer viewing a property listing on ListHouze requests finance assistance, a lead is created and assigned to verified brokers in the relevant service area.
Broker Profile
Visitors to your public profile page can submit an enquiry directly through the contact form or quick message button.
Broker Directory
A user contacts you through the /mortgage-brokers directory listing.
Admin Assigned
ListHouze administrators can manually assign leads to specific brokers.
Import
Leads can be bulk imported into the system.
Working with Leads
Viewing Lead Details
Each lead record includes:
- Full name, email, and phone number
- Budget and deposit information
- Buyer type and pre-approval status
- Preferred contact time
- Source of the enquiry
- Assignment date
Updating Lead Status
Move leads through the pipeline by updating their status. This keeps your dashboard stats accurate and helps you track your conversion rate.
Lead Assignment
When a lead is assigned to you, it appears in your pipeline with an Active status. You can mark an assignment as responded to track your engagement.
Lead Events
Each status change, contact attempt, or note is logged as a lead event, creating an audit trail of all interactions with the client.
AI Lead Scoring
ListHouze uses AI to automatically score your leads, helping you prioritise your time:
| Score | Meaning |
|---|---|
| Hot | High likelihood of proceeding - prioritise immediate follow-up |
| Warm | Good potential - follow up within 24–48 hours |
| Cold | Lower likelihood - follow up at your discretion |
AI scoring considers factors like the lead's engagement level, budget alignment, and enquiry details. Scores are displayed alongside each lead in your pipeline. See AI Features for more details.
Enquiry Limits
Your monthly enquiry limit depends on your subscription plan:
| Plan | Monthly Limit |
|---|---|
| Free | 5 enquiries |
| Starter | 50 enquiries |
| Unlimited | Unlimited |
Your current usage is displayed on the dashboard's Enquiry Usage card. You'll receive a warning when you reach 80% of your monthly limit, and an alert when the limit is reached. Usage resets at the beginning of each calendar month.
If you hit your limit before the month ends, consider upgrading your plan to continue receiving leads.
Feature Access by Plan
| Feature | Free | Starter | Unlimited |
|---|---|---|---|
| Lead Pipeline | Locked | Available | Available |
| Appointments | Locked | Available | Available |
| Documents | Locked | Available | Available |
| Profile Settings | Available | Available | Available |
| Billing | Available | Available | Available |
Free-tier users see a locked state with a description of what they're missing and a "View Upgrade Options" button.
Related Guides
- Billing & Subscriptions - Upgrade your plan for more enquiries
- Messaging - Message leads directly from the platform
- AI Features - Learn more about AI lead scoring
- Dashboard Overview - Understanding your stats cards