Track leads by where they came from
Facts checked
Track leads by keeping a log of each inquiry, where it came from and the evidence for that source. Name who will check the entry and what they should do next. When you don't know the source, write unknown and leave a question for the person who can check it.
How do you track leads?
Create a manual source log and back each source entry with something you can check. Keep the original inquiry beside the log so you can see what the person told you.
- Open the inquiry and read it before naming its source.
- Look for evidence, such as a note in the message about where the person found you. Copy the exact words or record where to find them.
- Enter the source only as far as that evidence supports it. If the message names a referral but no person, leave the person's name unknown.
- Name who will check any gap. Give them a clear next action, such as asking how the person found your service.
- Read the entry beside the evidence before using it in a report. Keep unanswered source questions visible.
Copy these blanks for each inquiry:
| Detail to record | Your entry |
|---|---|
| Inquiry and where to find it | ______ |
| Known source, or unknown | ______ |
| Evidence for that source | ______ |
| What still needs a check? | ______ |
| Person responsible | ______ |
| Next action to confirm the source | ______ |
Choose who should keep the log before assigning the work. Use the one-page task inventory to decide which duties you want help with.
If you use HubSpot
If you're considering this tool for your records, check its scope and access rules first. Use these points from its lead-record guide:
| Check | Rule to confirm |
|---|---|
| Record use | HubSpot says once a lead is made, you can save its details through its lead record. It also says you can check and edit leads, their current status, activities and links to other records. |
| Plan | HubSpot says these tools come with Sales Hub Professional or Enterprise plans, except where noted. |
| Workspace access | HubSpot says you need an assigned Sales seat to use the sales workspace. It also says you need access to the Leads tab to see leads in the sales workspace. |
| Edit rights | HubSpot says you need Super Admin rights or Edit rights for leads to edit lead records. It also says you need Super Admin rights to change a lead's stage or owner once it reaches Qualified or Disqualified. |
| Primary links | HubSpot says a lead is deleted if you remove its main linked object or change which linked object is primary. |
| Other links | HubSpot says you can remove links to other objects that aren't primary. |
Before changing a link, check which object is primary and ask your account admin about any doubt. For your source log, keep recording the evidence yourself.
For the sales work itself, choose the next step with the lead. Use the sales stage board to assign that step to someone.
Assign someone to check the next message before it goes out. Use the follow-up system checklist to decide when contact should continue or pause.
Book a discovery call with BreadHead to talk about your work and whether BreadHead fits. Booking signs you up for nothing.
Can you track leads from a directory?
Record a directory as the source when you've got evidence that the inquiry came from it. Write the directory name and that evidence in your log; if either is missing, leave it open for a check.
Look in the inquiry text and your notes from a call for a directory name. Check the words before filling it in. If someone mentions a directory without naming it, ask which one they mean.
Example
For an inquiry that mentions finding your listing in a trade directory, try this note:
Inquiry: Service question in the shared inbox. Source: Trade directory, name unknown. Evidence: The inquiry mentions a trade directory. Open question: Which directory? Person responsible: Inbox owner. Next action: Ask which directory they used before adding its name to the log.
To ask for the missing detail, adapt this line:
Which directory did you find us in? I'd like to note where your inquiry came from.
Keep the reply with the original message. Update the source only when the reply gives you enough detail. If no answer comes, leave the source at the level you can support.
Use this check:
- Have you kept the exact directory name, if known?
- Can someone else find the evidence without asking you?
- Have you kept an unnamed directory marked as unknown?
- Have you separated the source from the next sales action?
- Who will check any correction before it goes into a report?
If you're trying out help with the log, choose a sample entry and ask someone to trace it back to the inquiry. Use the pilot acceptance sheet to agree on that check before the trial starts.
With BreadHead, you review and approve the work before it goes public or into use.
Keep a sample source entry beside you when choosing a tool. Compare the best AI workflow automation tools against the record and review steps you need.
Bring your source-log task to a discovery call with BreadHead to discuss the work and whether BreadHead fits. You can book the call without signing up for anything.
Sources
HubSpot: View and edit individual lead records
BreadHead's own pages: Home, AI Service Disclaimer, Discovery call booking page, AI Honesty Test watch page, Calendar.
Statements from BreadHead's founder.
This page states no outside numbers.
What changed
- : First version. Facts checked.