Looking For A Sales Lead Tracking App? Use This Checklist

sales lead tracking app checklist

A sales lead is like a banana: Once it’s peeled, it goes bad quickly.

Unlike the banana, leads can be costly and you don’t want to let any of them slip through the cracks. That’s what lead tracking apps are for. A lead tracking app gives you the ability to see each lead and who’s called them.

When you’re considering which lead-tracking app to download, you want to be sure your selection offers several essential features. After all, new leads are vital to the growth of your organization. Different than a CRM app, a good sales lead tracking app takes customer relations a step further. It identifies and showcases unprocessed leads so no lead goes unfollowed.


Choosing the Right Sales Lead Tracking App

As you scroll through your choices, make sure your future app works for you. These 5 automatic features make all the difference in the dependability and value of the tool.

1. Mobile App and Web Portal Options

You’re in sales, so of course the app needs to work well when you’re on the road. But make sure your app isn’t just mobile. You need the option to access it from a computer as well to expand your options. An app that transfers from one platform to another is essential.

2. Automatically Record Website Leads

Let’s say you have a contact form on your website. A good lead-tracker automatically downloads that information into the app so you have an instant record. It then generates a pool of unassigned leads.

When a salesperson uses that list to make a prospecting call, they now own that client. As soon as that salesperson makes the call, the app removes the client from the lead list. Having an app regroup clients automatically saves you from the possibility of human oversight in moving clients from one list to another.

3. Log Calls Automatically

You also want an app that logs calls as soon as your salesperson makes contact. You shouldn’t have to wait until someone logs the call manually. Why? Because you have a team of salespeople accessing that list. If there is any delay in call logs, a lead could be contacted twice making your organization look disjointed. Automatic call log updates keep everyone on the same page.

4. Record Every Call

Your app should have the ability to record each call. If a call comes in, you need a recording of the sales person talking to the lead. Someone else, ideally the sales manager, should then listen to every call. Depending on the skill level of the sales rep on the call, a sales manager is going to hear different nuances in the conversation. In doing so, they’ll catch the missed opportunities.

Maybe the thought of listening to each call sounds cumbersome, but think of the investment. Let’s say you spend $5000 on a direct mailing campaign. If this mailing generates 100 calls, you’ve spent $50 per call. Your entry level sales rep may handle some of those calls, but at $50/call it’s worth listening to them!

Maybe the lead asks for a particular product or feature that the sales rep doesn’t know you have. You could call back that customer and say, “Hey, I know ___ talked to you the other day about XYZ. What he didn’t know is that we now offer XYZ.” Afterwards, address the miscommunication with the sales rep and use the conversation as a teaching tool for growing his or her knowledge base.

When you record calls and use them to your advantage, you simultaneously save deals and invest in your sales team.

5. Sync Emails

Email sync is crucial, especially if your organization is large. A good lead-tracking app allows you to see the emails between clients/prospects and anyone in your company. Much like the automatic call logs, this prevents you from contacting prospects without knowing they’re already customers.

Seeing their correspondence also grants you insight into their customer history. You learn what questions they’ve had and give the overall impression that your organization knows them when you contact them again. An app with this feature allows you to quickly see what’s transpired before you make contact.

When you’re making sales, you’re constantly on the go. Get an app that makes the job more convenient with tools like these right in your pocket. Leads may be slippery, but with an app that does the hard work for you, you can secure even more clients.

Recording Sales Calls: Should You Fear “Big Brother”?

recording sales calls

Mention that you want to record calls at the office and the dirty looks (along with an accusation of “Big Brother”) will quickly follow.

But despite the bad rap that accompanies listening in, there’s nothing to fear and everything to gain. Professional athletes replay game tape over and over to scrutinize their every move and see how to improve. As a salesperson, you should do the same. It’s normal to feel apprehensive, but analyzing your calls isn’t a means of punishment. It’s a means of improvement.

What Happens When You Listen to Your Own Calls?

When you take a moment and listen to your own calls, two things will happen. Number one, you’ll hate it because everyone hates hearing their own voice. Number two, you’ll realize you say things that don’t help during the sales scenario.

Everyone has a set of negative words that derail their sales. What are those negative terms for you? Here are a few common words that could hurt your sales.

1. Contract

Contracts equal commitment. When you ask a customer, “Would you like to sign a contract for…,” it’s too much too soon. Rather, ask if you can provide a free consultation for your service.  

2. Appointment

Appointments are formal commitments. Make the meetup more casual and say, “I’d like to visit with you” or “I’ll just stop by.”

3. Cheap

Cheap doesn’t just imply less money, cheap implies poor quality. Don’t lower the value of your service unintentionally by using this word.

4. Purchase

You put on the pressure when you ask the prospect to make a purchase. Skip that word and save talks of purchasing for a later date.

Hindsight is 20/20 and listening to your calls gives you a clear view of what unfolded. Maybe you misunderstood a question in your call and therefore misinformed the client. Maybe you just talk too fast. It’s natural to talk quickly when you’re nervous or new, but the client will match your pace and speed isn’t your friend. A quick pitch equals a quick no.

Delivering a sales pitch requires finesse. You can fix these issues with relative ease, but you’ll never know about them if you haven’t listened.


When Should You Record Calls?

When you record calls, you build a resource center for learning what works and what doesn’t. But which calls should you record? Both outbound and inbound calls serve their respective purposes for evaluation and improvement.

Outbound Calls

Imagine you have 50 recent calls that resulted in an appointment. These calls give new salespeople access to live-action footage of overcoming sales obstacles.

They hear how to get past the gatekeeper. They hear a way to navigate past the numerous objections that come up. When the typical “He’s not here right now” or “He wouldn’t be interested” responses happen, your newbie learns multiple tactics for responding.

They’ll also learn how to build rapport with the gatekeeper to get to the actual decision maker. It’s often the nuances of chit-chat that get you through.

A new salesperson may also learn how to rephrase. For example, instead of asking, “Are you available next Tuesday at 2:00 for me to come by and talk about your business needs?” successful salespeople say, “I’m going to be in your area to see a client across the street at 2:00, so I’m going to stop in and see you.” Just a slight change in phrasing can make the difference in securing an appointment or closing a sale.

Inbound Calls

If you’re spending money getting prospects to call you, take the time to listen to those calls. Let’s say you spent $5,000 on an ad that resulted in 50 calls. Is listening to each one worth it? Yes! You paid $100 for each of those calls.

Listen to see how each call was handled and if any missed opportunities can be recovered. Did you ask enough questions? Did you give misinformation that led to non-sale? Did you build rapport? Some prospects can be salvaged if you call them back.

Proven Success

Build your business based on processes and proven successes. Not recording your calls is like starting from scratch every day. Once you start recording calls, use a trainer to listen to calls and find ways to improve them. If you have someone who does this well, you’ll improve your results by 5-30%.

Managers, to see truly positive results, you’ll need the salespeople’s buy-in. Make sure your team knows the goal. You haven’t lost trust in them; you’re growing their resources. When the business improves, everyone benefits.

Recording calls is like capturing opportunities in a giant net. If someone goes through that net at the end of a week, they may find some hidden gems. There may be a lot of junk that to sort through, but there also may be treasure.

Tracking Outside vs. Inside Sales: How to Monitor Your Entire Team’s Progress

Tracking Outside vs. Inside Sales-

At first glance, outside and inside sales seem drastically different. An inside salesperson sits in an office, making calls and selling the product over the phone or internet. They work in response to the easy and less profitable sales.

Alternatively, an outside salespeople is in the field initiating face-to-face conversations with prospects. They work towards more personal relationships with the customers and are responsible for high-valued targets.

Although they play different roles, inside and outside salespeople are really on the same team, just two sides of the same coin. As a sales manager, your task is to determine who is successful where, and how they will best benefit your organization. If you monitor, and even automate, these three basic metrics, you can make much more informed decisions about how to get the most from your team.


3 Metrics to Track for Your Sales Team

1. Activity

First, look at daily functions to gauge how often your salespeople attempt to generate new clients. How many pop-in visits or cold calls do they make each day? What other sales-generating activities do they perform? With a tool like CallProof, you can automate these reports and see a clear picture of the actions of your sales team.

A lot of companies use a point system to measure the value of their time. Any activity that generates clients is worth one point: calling a prospect, dropping by an office, etc. Activities that simply respond to clients who have already expressed interest are worth zero. Salespeople, particularly those in outside sales, must earn credits. They have to do the work and talk to more people to gain points. The more people that hear their story and what they’re selling, the more sales rise.

2. Close Ratios

When you’re able to see this activity, you can place your strongest lead generators in outside sales. Considered hunters, these salespeople spend their time prospecting, calling people who aren’t already customers, and making appointments. Keep these sellers in the field and then reassign their customers to someone who will cultivate a relationship. Hunters aren’t long-term oriented.

For those not as effective in meeting strangers and starting those relationships, look at their close ratios. If they close a high number of their prospects, they could also close sales from the connections made by others. These gatherers will invest long-term with their customers and nurture those relationships.

Generally, a salesperson’s strength is also what he or she enjoys most. By asking your sales team what they like doing and comparing that with their activity reports, you can place your hunters and your gatherers accordingly. Typically, you won’t have a salesperson good at both.

3. Talk Tracks

Even if you have the right people in the right positions, the language of the sale can make or break a deal. If you have a playback of sales from the beginning to the end, you’ll notice language patterns in sales that close versus those that don’t. Certain buzzwords kill a sale.

Here’s an experiment to try: What if you pay your prospects to come in for a sales presentation and record the sales pitch? If you do this enough, you will hear phrases that scare the customer off and can revise your language. Re-framing the sales presentation can drastically change the result.

For example, a solar panel company spent the bulk of their sales pitch emphasizing the environmental benefits of the panels. No one cared. When they re-framed the pitch to emphasize return on investment, sales changed. Same product, different language. The talk track made the difference.

How Do Customers Find You

In the midst of the time and energy spent finding the clients and maximizing the skills of your sales team, don’t overlook how the client finds you. If there’s a recurring way they come to you, invest in that. Most people attribute client interest to referrals. So, ask yourself, “Am I doing my best to get more referrals?” Most people aren’t. Do what it takes to gain more referrals. It’s worthwhile.

The Pocket Follow-Up Formula: A Simple Trick for Improving Sales Lead Follow-Up Success

Callproof Pocket Follow Up Formula Sales Leads

What if I told you there’s a secret to sales lead success that’s as easy as 1-2-3?

Would you believe me if I said the secret lies in… business cards?

You may not see the connection right away, but you will.

Business Cards: They’re Not Just Paper and Ink

If I gave you a peek into my pocket, you‘d find three things: credit cards, some cash, and business cards.

When someone hands me a business card, that tiny card represents a whole lot of potential. So every time I receive a card, I hold onto it long enough to run it through a three-step process:

  1. I thank the lead in an email
  2. I add the lead as a LinkedIn contact.
  3. I add the lead as a contact.

I told you it was simple.

But here’s why this simple pocket follow-up formula is so important: A relationship begins with the passing of a business card into your hand, but it has to end with an event.

The card merely serves as a reminder of what you need to do in between.

Once you follow the three-step process for recording the interaction, then you need to follow up with the lead in some way, so you’re ready for “event” status.

And only then should you get rid of the business card.

The Sales Killer: Failing to Follow Up

The cards you collect are important, but you can’t keep score based on the ones that stay in your pocket. Sales lead success depends on follow up. That’s why the pocket follow-up trick works so well.

Callproof Turn Business Cards to Money

CallProof free trial2

Here’s how it works in real time.

Let’s say I’m a roofing contractor and I get a new lead. I put the business card in my pocket, knowing that I’ll get to the lead when I follow my 3-step process. Once I’m back at the office, in front of my desk, I get to work on the follow-up process.

  1. I email the lead, thanking him for giving me some time to introduce myself and talk.
  2. I search for him on LinkedIn, and request a connection. (Then, I find out everything I can about the lead.)
  3. I input all of his data into my contact management system.


After those steps are completed, I decide how to follow up. I give him a call. I ask him about his roof’s condition and how old it is. We talk for awhile, but the lead doesn’t want or need a new roof at this point. I thank him and hang up, making a note to follow up at some point in the future.

A few months later, after a tornado blows through the area, the lead calls me up and asks for my help putting on a new roof. Once this “event” takes place in his life, he’s ready for the new roof. And because of my follow-up success formula, my business is top-of-mind.

But not only that, I win his business, because of the strategy I follow, day in, and day out. All it takes is the simple habit of storing business cards in your pocket. Then, you can improve your sales leads’ effectiveness and turn business cards into money.

What’s your favorite way to ensure you don’t forget a follow-up with a prospect?

The Top 3 Sales Department Activities To Track For Success

Sales Department Activities To Track

Sales Department Activities To Track

If you put forth the effort, sales will come. That’s what a typical sales manager wants to prove to his sales team. The only way to prove it is to come up with actual sales numbers and the total revenue brought in by each salesperson’s initial contact. That can be done by measuring the amount of sales department activities against the percentage of closes. Here’s our top 3 activities to track for producing concrete metrics that will help your sales team improve their efficiency and sell more.

Initial contact

Keep track of the number of calls or any method a salesperson uses to initiate contact with a prospect. Instead of having a salesperson manually input the data into Google Documents or an Excel spreadsheet, you can use an automated smartphone app that sends you the salesperson’s call history. People are growing more and more away from verbal communication, so it would also be a good idea to keep tabs on your salespeople’s email activity. Often times, a salesperson would start with a cold call, and then continue the entire communication with a prospect via email. Softwares like YesWare is great for tracking email activity.


You want to find out if your salespeople’s meetings are bringing results. You can have your salespeople check in with a GPS so you could see the information in real time. Your salespeople can also use an app like CallProof to submit notes about the client they’re meeting. You can also track the number of proposals the salespeople are making so you can figure out the percentage of closes they are making.


Percentage of closes

Compare the amount of total proposals a salesperson makes to the amount of closes he makes, and you’ll get the percentage of closes. It’s very important to figure out each salesperson’s percentage of closes, because you can use it to rank your salespeople and to find a positive correlation between the amount of activity and the amount of closes being made.

Sales Department Activities To Track

Saving all the sales department activities in one place

Putting the tracking process on autopilot is a good idea because then you can easily compare the data to each other rather than manually enter everything and eventually dig through countless Excel files. It’s also a great way for your salespeople to focus on their relationships with their clients. For example, CallProof automates everything. It allows the salespeople to check in with a click of a button, schedule appointments, keep notes on clients, and upload all the information for the manager to see right away. The salespeople can also use it to pull up his history with each client, along with all the information and notes entered. All the information is readily available for the sales department activities to track.

Sales Department Activities To Track