Leads & contacts: two sections, one pipeline

Tesoro splits people into two sections: Leads (prospects in your pipeline) and Contacts (everyone you work with, buyers, sellers, lawyers, notaries). They share one database, but serve different purposes.

Lead = phase, not a buyer

Many agents confuse leads with buyers. A lead is the intake phase — only after conversion does it become active work as a contact + deal. Read first: A lead is not a buyer — it is your intake phase.

When is this relevant?

• You are unsure where to create a person, lead or contact?
• A new team member asks what the difference is
• You are importing data from another CRM and need to choose which side
• You want to understand why a converted lead “disappears” from Leads

What is the difference: in one sentence

Lead = prospect you still need to qualify. Contact = person you do business with or who facilitates your transactions.

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Lead or contact? Decision tree

Create a lead

When:

• Someone requests information about a property (website form, portal, phone)
• You do not yet know if this is a serious buyer or seller
• You want to track through your sales pipeline (New → Contacted → Qualified)
• The person is searching for or offering a property (search criteria or property details are involved)

Required fields: Lead Type (Buyer/Seller), Lead Source, Lead Stage, Lead Status, at least one Property Type.

Create a contact

When:

• The person is not a buyer/seller but is involved (notary, lawyer, external agent, photographer)
• The lead is already qualified and you are doing business (after conversion)
• You are storing a business contact who belongs to a company

Required fields: only Role.

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The standard workflow

1. Lead comes in: via website, portal (Idealista, Kyero…), phone, or referral. You create a lead record with the search criteria.

2. You qualify: contact, assess budget and intent, update the Lead Status: New → Contacted → Qualified.

3. You convert: at Qualified, set the status to Converted. One click turns it into a contact, optionally with a deal attached directly.

4. You manage the relationship as a contact: linked to deals, communication, documents, until the transaction closes.

Not every person needs to be a lead

A notary or lawyer should be created directly as a contact. The lead → contact path is specifically for buyers and sellers who go through your pipeline.

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Key differences: comparison

Aspect	Lead	Contact
Main goal	Qualify prospect	Manage client relationship
Pipeline tracking	Yes, 6 statuses	No
Temperature (Hot/Neutral/Cold)	Yes	No
Property search criteria	Yes (Property Details)	No
Linked to Deals	No, convert first	Yes (own tab)
Linked to Relation (company)	No	Yes
Timing field (Looking To, Timeline)	Yes	No
Lead Source tracking	Yes	No
Can be converted	Yes, to contact (from Qualified)	Yes, back to lead (Admin only, only Buyer/Seller)

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Shared features

On both detail pages you will find:

• Activities timeline: all interactions chronologically
• Emails, Calls, WhatsApp, SMS: communication history
• Tasks & Meetings: follow-up
• Notes: free-form notes
• Attachments: files attached to this record
• Do Not Contact flag: marks that communication is not desired
• Portal User flag: grants access to the Client Portal

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Difference in tabs

Lead page	Contact page
Activities	Activities
Lead Info (search criteria + pipeline)	Contact Info (basic information)
Notes, Emails, Calls, WhatsApp, SMS	Notes, Emails, Calls, WhatsApp, SMS
Tasks, Meetings, Attachments	Tasks, Meetings, Attachments
	Deals (linked deals)

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Importing

Both leads and contacts can be bulk imported from CSV (Admin only). Required columns are identical for both:

• First Name
• Last Name
• Email
• Phone
• Owner Email (assigned agent)

When importing leads, you choose between Owners (sellers) or Leads (buyers).

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Next steps

A lead is not a buyerWhy a lead is a phase — not the same as 'someone looking for a house'.

Working with leadsCreate leads, qualify, convert to contact + deal.

Managing contactsCreate contacts, assign roles, link to relations and deals.

Dynamic filtersFilter leads and contacts on any combination of fields.