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Guide · Staff
How to Track Leads and Enquiries
A systematic approach to lead tracking ensures you convert more enquiries into loyal clients.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
Tracking leads and enquiries involves recording every initial contact, categorising the opportunity, and following a defined follow-up process. By using a centralised pipeline, you can see the status of every lead at a glance, ensure timely responses, and measure the effectiveness of your marketing efforts in real-time.
Why is lead tracking essential?
It stops opportunities falling through the cracks and improves your conversion rate.
Speed of response is often the deciding factor for new clients.
How should you structure your pipeline?
Use clear stages like 'New Enquiry', 'Meeting Scheduled', 'Proposal Sent', and 'Awaiting Signature'.
A visual pipeline makes it easy to see where leads are stalling.
What metrics should you track?
Lead source, conversion rate, and average time to close.
Data-driven decisions lead to better marketing spend.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
Send this from Remindoo
Save it once in Remindoo and send it from there. Store the wording as an email template, then use tokens so client names, company numbers and dates fill in automatically. Send it to one client or to a filtered group with bulk client emails. For requests that repeat, pair it with automated reminders and a recurring task so it goes out every period without anyone remembering. For engagement letters and proposals, use proposals and letters of engagement with e-signatures.
What are the common mistakes?
- Forgetting to follow up
- Using multiple disconnected lists
- Lack of clear lead ownership
- Not recording why leads were lost
“Companies House integration onboards clients in minutes; AML scoring keeps us compliant.”
Frequently asked questions
How quickly should I respond?
Ideally within an hour, and certainly within the same business day. Speed shows you are professional and eager to help.
What information should I capture?
Name, business type, current accounting setup, and the specific pain point they are looking to solve.
How many times should I follow up?
At least three or four times over a two-week period. Many leads are just busy and appreciate the persistence.
Should I track lost leads?
Yes! Understanding why people *didn't* choose you is vital for improving your pricing or your sales pitch.
How do I handle referrals?
Track them separately so you can thank the referrer and identify your most valuable professional advocates.
Can I automate the initial response?
Yes, an immediate automated email confirming receipt and setting expectations for a call is a great first step.
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Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
Why tracking leads and proposals matters
Every enquiry a practice fails to follow up is lost fee income. A clear pipeline shows which prospects need a reply, a proposal or a follow-up.
Faster replies
Prospects often contact more than one firm, so the firm that replies first and clearly has an advantage.
Consistent proposals
Templates and a services catalogue keep scope and pricing consistent whoever writes the proposal.
Signed terms from day one
E-signed engagement letters confirm scope and responsibilities before work begins.
No re-keying
Converting a won lead into a client keeps the details you already collected.
Practical tips from UK practice
- Reply to every new enquiry within one working day.
- Use lead statuses that match your real sales stages, and review them weekly.
- Send the engagement letter with the proposal so the client signs once.
- Record why lost leads were lost, to improve pricing and messaging.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
