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How to Manage Leads in BidEngine

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Calvin Polvorosa
Calvin Polvorosa

BidEngine combines fast roof measurements with a CRM-like workflow so you can move a project from lead → estimate → signed deal → invoice in one place. To get the most value from the Leads system, it’s important to understand how leads, measurements, proposals, and invoices all work together as a project progresses.

This guide walks you through:

  • Where Leads live in BidEngine
  • How to create and edit Leads
  • How to leave notes on Leads
  • How to generate invoices for Leads

What Is a Lead in BidEngine?

In BidEngine, a Lead represents a single project at a specific address with one property owner.

Everything related to that project lives inside the lead:

  • Measurements
  • Proposals (bids/estimates)
  • Requests
  • Invoices
  • Notes and status updates

Think of a lead as the central hub for a job from first contact through payment.

Where Leads Are Stored

All leads are stored on the Leads page.

Navigation Path

Navigation Bar → Leads

This page shows your full list of projects and allows you to:

  • Search and filter leads
  • Track lead status
  • Open a lead to view or update details

What Information Is Stored in a Lead?

Each lead includes several core pieces of information:

Lead Info (Main Info Tab)

  • Property Address
  • Lead Contact
    • Name, Email, Phone number
  • Lead Source
    • Where the lead came from
  • Lead Status
    • New, Contacted, Qualified, Converted, or Lost
  • Lead Notes
    • A multiline text field for general context, updates, or reminders

Lead Tabs

Across the top of a lead module, you’ll find tabs for:

  • Proposals – all bids created for this project
  • Measurements – roof measurements tied to the address
  • Requests – measurement and proposal requests submitted to BidEngine
  • Invoices – invoices generated for this lead

How to Create a New Lead

There are two ways to create a lead in BidEngine.

Option 1: Create a Lead Manually

  1. Go to the Leads page
  2. Click + Create Lead
  3. On the Lead info page, fill out:
    • Property address
    • Customer contact info
    • Lead source
    • Lead status
    • Notes

This method is useful if you already have the lead information and want to organize it before requesting measurements.

Option 2: Create a Lead Automatically (Recommended)

Leads are automatically created when you:

  • Submit a quick measurement request
  • Request a measurement report or proposal from the Dashboard

When you submit a request:

  • The address you enter becomes a new lead
  • All request activity, measurements, and proposals are stored under that lead automatically

This is the fastest way to move from lead to estimate.

Adding and Managing Measurements on a Lead

Once a lead exists, measurements live under the Measurements tab.

Requesting a Measurement

  • Go to the Measurements tab
  • Click Request Measurement
  • Submit the request as usual

You can track the request status in the Requests tab.

Adding a Measurement Manually

You may want to manually add a measurement if:

  • You already have a report from another provider
  • You measured the roof by hand
  • You want to reuse existing data

Steps:

  1. Go to the Measurements tab
  2. Add a new measurement
  3. Name it clearly based on what it includes (e.g. “Main House Only”)
  4. Click Edit to enter details

Required Measurement Details

  • Squares (required)
  • Gutters (required if included in the estimate)

Optional (does not currently affect proposals):

  • Linear feet of eaves, rakes, ridges, valleys, hips

You must also upload an image of the roof, such as:

  • Satellite screenshot
  • Roof report snapshot
  • Drone photo

Once saved, the measurement can be used to create proposals.

Viewing Requests for a Lead

The Requests tab shows:

  • All measurement and proposal requests submitted for the lead
  • Completion status and timestamps

This is also the easiest place to:

  • Check if a request is still in progress
  • Request a revision to a measurement report

Leaving Notes on a Lead

Lead notes are stored in the Notes field on the main info page.

Use notes to track:

  • Conversations with the homeowner
  • Special conditions or concerns
  • Follow-up reminders
  • Internal comments for your team

Notes are saved directly to the lead and visible anytime you open it.

Creating Invoices for a Lead

Invoices are typically created after a proposal has been signed and you’re ready to collect payment.

How to Create an Invoice

  1. Open the lead
  2. Go to the Invoices tab
  3. Click + New Invoice

This opens the Edit Invoice module.

Invoice Setup Details

Most fields will be pre-filled, but you must:

  • Select the Bid (proposal) the invoice is tied to
  • Set the Invoice Amount
  • Choose a Due Date

You can also add notes, such as:

  • Approved payment methods
  • Payment instructions
  • Milestone details

Sending or Closing an Invoice

Once created, you can:

  • Send the invoice via email using the Send Invoice feature
  • Mark the invoice as paid once payment is received

All invoice activity remains attached to the lead for easy reference.

How Everything Works Together

In BidEngine, the workflow is intentionally connected:

  1. Lead – represents the project
  2. Measurement – defines the scope and quantities
  3. Proposal – prices the job using templates and products
  4. Invoice – collects payment once approved

By keeping everything inside a single lead, BidEngine helps you move faster, stay organized, and convert more estimates into paid jobs.