Step 1: Create a New Lead
Navigate to CRM > Contacts
Click + New
Fill in the Lead Details (Display Name, Type, Address, Primary Contact info)
💡 As you enter this information, LMN's Duplicate Checker automatically scans for matches on name, address, phone, and email.
💡 If a potential match is found, a Potential Duplicates banner appears below the form, showing the matching contact's details.
💡 Click Use This Contact to link to the existing record instead of creating a duplicate, or continue filling in the new lead if it's confirmed to be unique.
Add Jobsite Information
📘 For more detail on manual vs. bulk import lead creation, jobsite setup, and contact tabs, see the CRM Overview & Guide.
Step 2: Assign To-Do to Sales Rep
Before moving into the estimate creation phase, create a To-Do to make sure the lead gets followed up promptly.
Navigate to the Contact record you just created
Click + New To-Do
Fill in the To-Do details (e.g., "Follow up on new lead" or "Schedule estimate walkthrough")
Assign the To-Do to the appropriate Salesperson
Click Send to Calendar so the To-Do appears on the assigned rep's calendar.
This ensures every new lead is routed to a salesperson with a scheduled follow-up, rather than sitting unassigned.
Step 3: Estimate Creation Phase
Select an appropriate method to create an estimate:
📘 See LMN Master Estimate Template Creation Walkthrough for guidance on choosing and customizing templates.
Option 1: Create Estimate from Template
Click on Estimates tab within the CRM contact. Next Click on the appropriate estimate type > + New Service Estimate or + New Standard Estimate. Verify that the information shown is Correct, if not update it as required. Next, Navigate to the Services + Pricing tab then Click Import and search for your existing template. Import some or all of the required Services from the selected template and hit Finish then Save.
Option 2: Copy an Existing Estimate
Navigate to Estimates > Estimate List. Search for a relevant template and click into it. Click Copy, then change the Contact & Jobsite to the appropriate customer. Navigate to the Customer Info Page and fill in all the necessary Estimate Details.
Option 3: Create Estimate from Scratch
From the Lead's Contact record, navigate to the Estimates tab.
Click + New Standard Estimate or + New Service Estimate.
Fill in the required fields and click OK to create the estimate.
Once created,within the Services + Pricing tab manually build the estimate with the required Work Areas and pricing.
💡 We highly suggest using Work Area Templates to make this process faster and more consistent.
Step 4: Review Estimate Notes and Reports
Add Client Notes (visible to the customer on the proposal).
Add Crew Notes (internal-only, visible to your team/crew).
Review and print reports as needed.
📘 Note: Some accounts use the newer web-based Preview and Send experience instead of the classic Print Reports flow shown here. If your account has this enabled, notes and reports may appear in a live preview rather than a printed report. See Manage, Email & Print Proposals for details on both experiences.
Step 5: Publish and Send Proposal
Publish the estimate to generate the client-facing proposal.
Send the proposal via email, or use Preview and Send if enabled on your account.
📘 For full detail on managing, emailing, and printing proposals — including the difference between the classic Print Reports flow and the newer Preview & Send experience — see Manage, Email & Print Proposals.
Step 6: Monitor Proposal Approval & Activity
Go to CRM > Portal Activity
Filter by Proposal Approved to see which proposals have been accepted.
If you are the Reply-to Contact or Salesperson, Monitor your inbox for approval notifications and customer replies.
📘 Note: The Portal Activity tab only appears on a contact if the Customer Portal is active for that customer. If you don't see this tab, check that the portal has been enabled on the contact record.
⚠️ Note: A status of "Sent for Approval" in the activity log doesn't necessarily mean the customer has attempted to approve the proposal — it can also mean the customer simply viewed the email.
Step 7: Next Steps Based on Approval
Depending on the job type, continue with the estimate using the relevant workflow:
Design/Build jobs — For full estimating detail, phasing, and pricing strategy, see Design/Build Estimating | Best Practices.
Maintenance jobs — For recurring service pricing, seasonal packages, and route-based estimating, see Maintenance Estimating | Best Practices.
If Design/Build
Generate Contract
Generate Invoice for Milestone 1
Publish Invoice for Payment for Milestone 1
If Maintenance/Snow - Seasonal:
Generate Contract
Set the Number of Monthly Invoices
Configure the Invoice Start Date
💡Best practice: Contract creation is typically skipped until the estimate is actually sold — this saves time on quotes that don't convert. The main exception is if the lead specifically requests a payment schedule up front, in which case a Contract may be created earlier to support that. See Maintenance Estimating | Best Practices for full guidance.
If Maintenance/Snow - Per Visit/Hourly:
Move to Step 8 ⬇️
Step 7: Transition to Job Creation Phase
When Milestone 1 Payment is Received:
Navigate to CRM > To-dos & Requests
Create a To-Do for the Ops Manager with the status Ready to Move to Job Creation Phase
Need more help? Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864
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