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GFT — Pre-Sales Manager SOP | Lead Management in Zoho CRM
Green Figure Technique
Standard Operating Procedure · v1.0 · Internal Use Only

Pre-Sales Manager SOP
Lead Management in Zoho CRM

One clear way of working for every Pre-Sales Manager — from the moment a lead lands in your name until it reaches its final status.

Owner · Pre-Sales Department Applies to · UAE · KSA · Egypt System · Zoho CRM Status · Ready for use
01

Purpose

This SOP explains, step by step, how a Pre-Sales Manager at GFT handles leads in Zoho CRM every day — from the moment a lead is assigned to them until it reaches a final status (quotation request, not interested, or future follow-up).

The goal is that every Pre-Sales Manager works the same way, so that:

  • Every lead gets the same quality of handling, no matter where it came from.
  • Every contact with a customer is recorded in Notes and Tasks, so follow-up is easy and performance can be measured.
  • The Marketing team can judge lead quality based on the notes written by Pre-Sales.
  • Fewer opportunities are lost because of poor follow-up or missing information.
  • Customer data in Zoho CRM stays accurate at all times.
02

Scope

  • All Pre-Sales Managers in all GFT offices and regions (UAE, Saudi Arabia, Egypt).
  • All leads, from any source — personal research, marketing campaigns, third-party companies, exhibition visitors.
  • Every stage of the lead's life in Zoho CRM, from creation until it reaches a final or near-final Lead Status.
i
Out of scopeWhat happens after a lead becomes a formal deal (final negotiation, contracts) is covered in a separate Sales Closing SOP.
03

Roles & Responsibilities

Pre-Sales Manager (Lead Owner)

Logs in daily, follows up on assigned leads, makes first contact, updates Lead Status, records every activity in Notes and Tasks, and corrects any wrong data in the lead record.

Marketing Team

Generates leads through campaigns, third parties, and exhibitions. Reviews lead quality based on Pre-Sales notes and uses this feedback to improve future campaigns.

Zoho CRM Administrator

Sets up mandatory fields, manages user access, and makes sure leads flow correctly into the system from all sources.

Direct Supervisor

Regularly reviews Notes and Tasks to stay informed about lead status and to make management decisions when needed.

04

Definitions

Lead
A potential customer whose basic details are in Zoho CRM, but who is not yet a confirmed deal or opportunity.
Zoho CRM
GFT's customer relationship system. All leads from all sources land here, manually or automatically.
Lead Owner
The employee directly responsible for a lead. For the first handling, always one of the Pre-Sales Managers.
Lead Status
A field showing which stage the lead is at. It also builds the columns in the Kanban view.
Kanban View
A visual view where leads appear as cards in columns based on a chosen field (here: Lead Status).
List View
The standard view — leads shown as a simple table of rows and columns.
RFQ
Request for Quotation — a formal request from the customer for a price quote for a specific product or service.
Rate (A/B/C/D)
A field showing how interested the customer is and how big the opportunity looks.
Note
A field in the lead record for writing down every contact or update related to the lead.
Task
A scheduled reminder with a due date, so a lead is followed up at the right time.
No matching term. Try a different word.
05

Before You Start

  • You have an active Zoho CRM account and can log in at crm.zoho.com.
  • You know your name exactly as written in the system (needed for your personal filter).
  • The lead is actually assigned to you (you are the Lead Owner) before you take any action.
  • You have internet access and the approved GFT channels — phone, WhatsApp, email — to contact the customer.
6.1

Set Up Your "My Leads" Filter

One-time setup. After this, you open the Leads screen and see only your leads instantly — no manual filtering ever again. Tick each step as you go:

0 / 10 done

The steps in screenshots

Step 3 — Click “Filter” at the top of the Leads screen
Step 3 — Click “Filter” at the top of the Leads screen
Step 4 — Search “lead owner” and tick the Lead Owner field
Step 4 — Search “lead owner” and tick the Lead Owner field
Steps 5–6 — Condition “is”, then pick your own name from the users list
Steps 5–6 — Condition “is”, then pick your own name from the users list
Step 7 — Your name selected → click “Apply Filter”
Step 7 — Your name selected → click “Apply Filter”
Step 8 — Click “Save filter” next to the Filter button
Step 8 — Click “Save filter” next to the Filter button
Step 9 — Type a clear name (e.g. “My Leads”) and click Save
Step 9 — Type a clear name (e.g. “My Leads”) and click Save
✓
You only do this onceFrom now on, just click My Leads in the Saved Filters list every time you open the Leads screen — your leads appear right away.
6.2

Switch to Kanban View

After applying your filter, switch the screen from List View to Kanban View before contacting anyone. Why it's better:

The full picture at a glance

All your leads appear as cards spread across the sales stages — you instantly know where every lead stands and what needs attention today, instead of reading a long list row by row.

Faster, safer updates

Drag a card from one column to another to change its status. Fewer clicks, and less chance of picking the wrong value than editing the field manually in List View.

Switching views — the “Kanban View” icon in the Leads toolbar
Switching views — the “Kanban View” icon in the Leads toolbar

6.3 · The Pipeline — tap any column to see what it means

Columns are built from the Lead Status field. Zoho can arrange Kanban by any field, but GFT's standard view uses Lead Status.

👆 Tap a column above to see its meaning and when a lead belongs there.
The real GFT Kanban board in Zoho CRM — leads grouped by Lead Status across the seven columns
The real GFT Kanban board in Zoho CRM — leads grouped by Lead Status across the seven columns
6.4

Handling New Leads

Every new lead first appears in the New Lead column. When you open a lead card there, do this in order:

  • Review the basics — full name, phone number, job title, and company.
  • Check the Lead Source — knowing where the lead came from shapes how you approach the person and what you say first.
  • Correct any wrong input — fix anything entered incorrectly, based on a quick check you do on the person's name, company, and correct job title. This keeps the database accurate.
An open lead record — review the name, phone, job title, company, and the Lead Source field
An open lead record — review the name, phone, job title, company, and the Lead Source field

Where GFT leads come from — tap a source

Leads you find yourself — on the internet, LinkedIn, social media, or anywhere else — then add manually to Zoho CRM (see 6.5 below).
Leads generated automatically by the Marketing team through paid ad campaigns on Google, Meta, LinkedIn, TikTok, and other platforms.
Leads generated by outside companies working side by side with the Marketing team to bring GFT extra business opportunities.
Leads collected from visitors to the GFT booth at industry exhibitions, then added to the system.
i
Other sourcesReferrals, the website, or internal hand-overs may also arrive. The rule stays the same: identify the Lead Source clearly before any contact — the source tells you how to open the conversation.

6.5 · Creating a lead manually

HOW-TOHow to Create a New Lead in Zoho CRM
  1. Log in to Zoho CRM → click "Leads" in the top navigation bar.
  2. Click the "+ New Lead" button (top right).
  3. Fill in the required fields:
    • First Name / Last Name — the contact person's name
    • Company — the firm you're targeting
    • Lead Source — LinkedIn / Web Research / Partner Referral / Inbound
    • Phone / Email — contact details
  4. In the Description field, write your research notes, e.g.:
    "Mid-size contractor. Currently using manual takeoff. High potential for PlanSwift. Found via LinkedIn."
  5. Click Save.
The “Create Lead” button — top right of the Leads screen
The “Create Lead” button — top right of the Leads screen
The Create Lead form — required fields are marked with a red edge
The Create Lead form — required fields are marked with a red edge
6.6

First Contact — the Discovery Call

Reach out to the right person at the customer's company — usually an Estimation Manager, BIM Manager, Commercial Director, or a relevant Engineer. Any channel works: a call, a WhatsApp message, or an email.

Run a short discovery conversation to learn four things:

Current tools

What tools or systems do they use today?

Pain points

What problems do they face in their current way of working?

Budget

Do they have the budget to buy?

Authority

Can they make the buying decision — or influence the person who does?

⚡ What happened with the lead? Tap the outcome — get your exact next move.

In every scenario, without exception, writing a Note is mandatory — not optional.

6.7

All Six Scenarios in Detail

Updating a lead’s status — drag the card and drop it into the right column (here: New Lead → No Answer)
Updating a lead’s status — drag the card and drop it into the right column (here: New Lead → No Answer)

Where to find things in Zoho — Notes, Tasks, and Rate

Notes — open the lead → Related List → “Notes”. Write a note at every stage
Notes — open the lead → Related List → “Notes”. Write a note at every stage
Creating a Task (1) — Related List → Open Activities → click the “+” Add button
Creating a Task (1) — Related List → Open Activities → click the “+” Add button
Creating a Task (2) — choose “Task” and set a clear due date for the follow-up
Creating a Task (2) — choose “Task” and set a clear due date for the follow-up
The Rate field (A/B/C/D) — update it based on interest, urgency, and opportunity size
The Rate field (A/B/C/D) — update it based on interest, urgency, and opportunity size

Quick reference — decision summary

If (outcome of contact)Then (required action)Lead Status
07

Best Practices

Two groups: mandatory rules from GFT policy, and extra recommendations. Recommendations never replace or override the rules.

  • Never leave a lead without a Note describing the latest update — at every stage.
  • No lead enters the system without the mandatory fields: First Name / Last Name / Phone Number / Email / Job Title / Company.
  • Always identify the Lead Source accurately before making any contact.
  • Correct any wrong data in the lead record as soon as you notice it, based on your own quick research.
  • Create a Task with a clear due date whenever a scenario requires follow-up (In Progress, Contact in Future).
  • Use Kanban View as your default daily view — priorities become easy to spot.
  • Start every working day by checking the New Lead column first, so no lead waits too long for a first response.
  • Write Notes in a short, consistent format — date, channel, outcome — so they're quick to read.
  • Don't move a lead to No Answer after only one attempt if you can try again; record the attempts and channels in the Note.
  • When you rate a lead A or B, proactively inform your direct supervisor — these opportunities matter most.
08

General Notes

  • The mandatory fields are a technical condition in Zoho CRM — the system won't accept a lead without them.
  • Every lead is assigned to a Lead Owner. For the first handling, this is always one of the Pre-Sales Managers.
  • Kanban can be arranged by any internal field, but GFT's standard daily view uses Lead Status.
09

Warnings

!
Never move a card without a NoteMissing notes break the lead's history and make it impossible for the supervisor and Marketing to evaluate performance and lead quality.
!
Never leave incorrect data unfixedWrong names, companies, or job titles damage the customer database and every report built on it later.
!
Never use "Contact in Future" without a real TaskA note alone, without a scheduled reminder with a due date, puts the opportunity at risk of being forgotten and lost.
10

Quality Control

  • The supervisor reviews each Kanban board at least weekly — no lead should sit in New Lead too long without contact.
  • Marketing evaluates lead quality from each source using the Notes field — so notes must be accurate, clear, and reflect what actually happened.
  • Periodic checks confirm: every No Answer / Not Interested lead has a documented Note, and every In Progress / Contact in Future lead has an active Task not past its due date.
11

Expected Outcomes

Consistency

Every Pre-Sales Manager handles leads the same way — any person, any source, any office.

Clean data

An accurate, always up-to-date lead database in Zoho CRM.

Full tracking

Transparent journey for every lead — from creation to closure or conversion.

Smarter marketing

Campaigns improve continuously from accurate Pre-Sales feedback in Notes.

Fewer lost deals

No opportunities lost to late follow-up or forgotten future contacts.

A

Appendices

AMandatory Fields for Creating a Lead
  • First Name
  • Last Name
  • Phone Number
  • Email
  • Job Title
  • Company
BAbout GFT (background reference)

Green Figure Technique (GFT) is a Construction Technology (ConTech) company that helps engineering, construction, and infrastructure companies digitise and improve their ways of working. GFT acts as a technology partner, providing leading construction software with implementation, consulting, training, and engineering services.

Main solutions:

  • PlanSwift — digital quantity takeoff and construction estimating
  • ZWCAD — professional CAD software with full DWG compatibility
  • OpenSpace — AI-powered 360° site capture and progress tracking
  • Sparkel.ai — AI-driven quantity takeoffs from BIM models
  • Procore — construction project management platform
  • PlanRadar — site management, inspections, snagging, documentation

Engineering services: Quantity Surveying (QS), BIM Execution, BIM Training, Site Capture 360.

Customers: general contractors, developers, consultants, architects, quantity surveyors, engineers, project managers, and government construction organisations.

Presence: headquartered in the UAE, with active operations in Saudi Arabia and Egypt — serving construction across the Middle East and Africa.

CLead Journey at a Glance

New Lead → (contact attempt) → No Answer | In Progress → Request a Meeting | RFQ | Not Interested | Contact in Future

GFTGFT — Pre-Sales Manager SOP · Version 1.0 · Internal Use Only
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