What is lead management software?

Lead management software- Explained & Recommended

A ‘Lead’ in sales and marketing refers to contact with a customer who will subsequently become a client down the road. Some even call potential customers ‘prospects’. The definition of a ‘lead’ is often molded to varied meanings counting on the context and, therefore, the sort of business. But what is lead management software and how it is beneficial for any scale industry. 

I will discuss this in detail throughout the blog. So, let us start with the term leads and prospects.

For example, some companies or businesses describe a lead as a prospective customer. Whereas for others in sales background, leads are defined as ‘sales contac.’ regardless of the sort of companies or requirements, leads are generally defined as potential customers. Or, in simpler terms, someone curious about buying the product you’re selling.

Now, not every contact may be a lead; one cannot blindly approach making a purchase or pitching a thought when no interest is shown in the first place. However, not having a vision of your leads will get you nowhere, and people might find yourself being just a contact number on your phone.

It is where the work of a lead management software comes into the action. Let us start understanding what lead management is and then about the software.

What is Lead Management?

The general definition for Lead Management says ‘the process of handling leads constantly and equally.’

Theoretically, it sounds perfect but on a company’s level, allow me to explain it with an example.

Consider you entered a store that has well-displayed windows and dummy products with amazing offers. The shop representative reaches out to you asking for your details and saves it in his database. Now think of it this way, is it only you whose details he had taken? 

Obviously no, there are many like us reaching out to such shops, brands, companies to buy goods & services. 

Similarly, as the business grows the number of consumers increases and so the leads. Here the need for lead management software lies more than ever. It is natural when your business grows, you start to experience different points of views, opinions, demands and feedback. Is it possible to consume all by a human brain or an excel? No, you would need something that supports multiple tasking, data distribution with safety, consumer insights, feedbacks, and everything related to a customer gathered at one place under one source of communication and that is ‘Lead management software or a CRM’

Apparently, this growth will have a change in the business and especially the sales department. There might be chances that a business may need to hire personnel to manage and handle the prospects or leads. 

It may take a while to adjust with the new typeof technology introduced into the management but slowly and steadily it will be worth it. You will get to see your customers happy because they will be getting faster responses as per their needs. 

So basically to means the necessity of Lead Management Software is to possess a quicker reaction time and have reps engage with context, for instance, you’d certainly be annoyed once you want assistance to shop for shampoo while the sales rep kept on suggesting you shop for the new energy drink or anyone who kept you waiting an extended time to answer where the relevant aisle is.

In terms of business terminology, consistent with the present-day scenarios, Lead Management means bagging leads, tracking the activities and preferences, making them suitable for sales by giving constant attention than passing them on to the sales team.

Like you’d like to attend the shop where you’re religiously attended, help out with choices consistent with your budget, and obtain free subscription emails for sales and discounts within the future. The shop scenario will assist you in understanding why Lead Management software is required.

When is the Lead Management Software required?

LM systems or softwares are required when your business handles large volumes of consumers or people with multiple results in pursuing.

What are the different stages of LM software?

Looking into the chart below, these are the most stages, while one should remember that the location of stages are interchangeable and may be customized counting on your business requirements.


With leads arising from infinite sources because of modern-day technologies, manual methods seem impractical because they are hospitable. To avoid mishaps like lead leakage, a correct system or software must be wont to feed the lead accurately to the purpose of origin, sort of a good jigsaw fit.

The software must be ready to evaluate the sources with the foremost promising returns and leads.

This helps marketing and business intelligence teams tons in restructuring the budgets by eliminating money-exhausting leads.


Lead tracking may be a must to assist in pursuing the leads once they’re captured.

Each lead must be tracked for their behaviors, inclinations, and activities, just like the visited pages or sites, forms or subscriptions filled, or prices compared or tracking your phones within the current age.

With the assistance of tracking, the preferences are often found out, which helps in customizing accordingly.


Handling an enormous number of leads arising from every source is often a nightmare without a correct system guiding it. After tracking is completed, the leads are passed alongside significant sales.

Based on the logic defined by each lead, the system auto assigns the relevant teams to pursue.

This reduces the reaction time, avoids confusion, and ensures the leads are within the right path with the proper match of individuals to direct with reliable experience.


Now upon receiving the leads, the teams check to spot the price of the lead. Many systems like scoring or ranking are wont to categorize unfit leads from the worthy ones.

The worth of a lead is usually supported by many factors like demographic data provided or commitment with the corporate.

The lead qualification systems and CRM score of each lead supported the chances of their closure.

Although all quality ranking and scoring help in evaluating the persona, nothing beats human interaction in understanding the seriousness and determination of the customer.


Upon having qualified or sale-ready leads, one can’t choose favorites, pursue them and call them each day. Instead, every lead must be studied, categorized potential maybe’s from sure ones, and customized accordingly.

There could be cases where leads won’t be too keen on buying or might never even buy.

But sale or no sale, one is often a brand supporter when given whatever possible, like appreciation posts on blogs or freebies.

Figuring out ways to interest the leads and pursue them makes up the system’s most important and important part.

This is where persuasion of the leads across various mediums happens through different content that interests them, like social media or SMS, or drip emails.

Now that we are conscious of how Lead Management systems work, what should one need while buying Lead Management software?

The software majorly depends on the processes administered within the business in question, needs and requirements, and the size of the business handled.

One can take an example of a bed and breakfast handling customers employing a register because it grows to a restaurant it’ll use spreadsheets to stay track and record the info within the computer while when grown to fully-fledged multi-chain, a more complex process of automation and business analytics is required to track and work.

But on a more in-depth perspective, the subsequent things should be kept in mind while you invest in Lead Management software:

Aim of the Lead Management Software

There are many reasons one might need good sales Lead Management software, but the foremost common ones are to extend sales, more leads, and analytics.

When it involves increasing sales, it handles sales and marketing with tracking activities and maintaining the connection through various modes like SMS or emails.

The software must be ready to notify when the leads are looking for various pricing or checking other options. On the other hand, increasing leads is usually done by gathering data first through discussions via email or messages.

Then assimilation of the info with tools like surveys, pop-ups are done from serious lead-producing channels for scoring a solid lead.

With analytics, gaining the insight of the happenings like most revenue collecting leads, or where the lags in communication are occurring are often found out. Such software must have access to commanding and customized reporting.

The compatibility of the software

While searching for features, one must not forget to ascertain how flexible and attuned the software is to your systems.

To be ready to work with no huge compromise on the standard of the results and be ready to map the leads correctly is vital also.

Does the software fetch you leads?

The software must be ready to capture the leads from main sources like emails, chats, telephones, paid or unpaid sources like Google, Instagram, or Facebook.

Role of the sector sales team

The role of the sector sales team for software majorly depends on what proportion a corporation relies thereon in the first place.

Because the name suggests, a field sales team does the fieldwork for the organization by establishing a connection shop to buy and recruiting as they are going.

Like a builder would build flat towers but would believe land brokers to fetch customers.

Need for multi-center organization

To make it more manageable, the software should be compatible with more electronic devices like phones by being in-app as this can hamper other costs and save time.

With cloud-based Lead Management software, manual errors are often brought down with quicker responses. So alongside proper lead distribution, it surely will help tons.

This will help people track and analyze more easily, figure and evaluate the returns, track performance. And one would be ready to maintain confidentiality also.

How do Lead Management Systems differ from Customer Relationship Management (CRM)?

The answer to the present question would be like both the methods use an equivalent formula, but customer relationship management or CRM extends to establishing more services to the customer.

Lead management systems search for prospects, track accordingly and capture, pursue and make them sales-ready, but CRM covers more on services for the customer end like retention, feedback, cross-selling, upselling, or the other services when the customer chooses his buyer.

But when can we use CRM and Lead Management?

CRM must be preferred once you want to focus and monitor a few leads and have a 1 on one relationship with each of them. Lead Management systems must be used while handling huge volumes of leads surfacing from many sources and growing businesses.

There are numerous reasons why Lead Managements are needed and its benefits like:

  • Helps to arrange leads, prioritize the requirements.
  • Preparing workflows while growing organizations recruit more people.
  • It gives an insight into the activities and helps to see where leads need attention.
  • Saves from missed follow-ups happen while pursuing leads.
  • A systemized approach to gathering data and track also.
  • Ensures proper mapping, less confusion.
  • Finally, it helps you measure results, differentiate potential leads from unwanted ones.
  • With higher productivity, quicker reaction time, you’re ready to pursue many leads at an equivalent time.


In conclusion, Lead Management systems are required for growing businesses because it helps manage an outsized volume of knowledge and organizes it.

The job of a Lead Management system doesn’t end with getting leads but also differentiating and studying them. It also tracks and keeps a record of the activities while also maintaining communication through various mediums.

Systems with such features indeed are needed when handling huge databases while businesses that do not work remotely. With all leads fed to the system, it saves tons of your time while following up with the clients with all required information a click away. In addition, tracking sales activity and progress across all the sites and locations of your businesses becomes easier and may help eradicate all unwanted leads or any issues otherwise.

Resorting to old-fashioned spreadsheets for managing leads can hamper the efficiency of 70 percent, approximately consistent with a report in edge CRM.

Be it to realize new leads or improve the connection with these, a correct premeditated Lead Management system is required.