Track your lead pipeline

How the pipeline works

Every prospect you haven't booked yet lives on the Leads pipeline. A lead moves through four working stages - New, Qualified, Tasting, Proposal - and ends in one of two outcomes: Won (converted to a booking) or Lost. Won and Lost aren't stages you drag a lead into; you reach them by converting the lead or marking it lost.

Add a lead

1. Open Leads and click New lead.
2. Fill in what you know: name, email, phone, company, event type, desired date, guest count, an estimated value, how they were referred, and any notes.
3. Click Save lead.

A lead can also arrive on its own - see The AI receptionist for inquiries that come in through your public inquiry link.

Work the pipeline

Use the view toggle at the top of the Leads page to switch between List, Board, and Conversations.

• The List view is a sortable, searchable table of every lead.
• The Board view is a Kanban of every lead grouped by stage, including the Won and Lost columns, not just the working ones, and it's the only view with source and date (created) filters; clear them to see everything again. Drag a card between the working-stage columns to advance it. Open any card to log notes and update the estimated value; Convert to booking is there too, but only while the lead is still in one of the four working stages.

Convert to a booking

When a lead is ready, open it and click Convert to booking. From there you can:

• Link the lead to an existing client if its email matches a contact you already have; otherwise Catertoo creates a new client from the lead's details, and no matching client is offered.
• Set the event title, date, venue, and guest count.
• Optionally start a draft proposal at the same time.

Converting moves the lead to Won and creates the event under that client (the matched one, or a newly created one) in one step.

Mark a lead lost

If a lead won't turn into a booking, open it and click Mark lost, then give a reason. The lead moves to Lost and stays in your pipeline for reference.

What's next?

• The AI receptionist turns inbound inquiries into qualified leads automatically.
• Book an event and assign staff once a lead converts to a booking.