Keep your customers and their history in one place
Pantora keeps each customer’s calls, forms, texts, notes, and paid invoices on one record, so when they reach out again, you know the whole history.
Leads
6
Won
4
Lost
1
Won value
$9,400
How they found you
Google search/services/water-heaters
SP
Sarah ParkerParker Property Group
LeadClient
Paid
$4,850
Open
$0
Called · AI answered, transferred to MikeMar 4
Texted back the estimateMar 5
Invoice #1042 paid · $2,400Mar 18
A customer from last spring calls about a second job. Their details are spread across your phone, your email, and old invoices, and you have to dig to remember what you did. Pantora keeps it all on one record, so you pick up right where you left off.
See each customer’s requests, conversations, and paid jobs together
Open a contact and see the whole relationship: contact details, the company, the services they asked about, every lead and where each one landed, notes your team left, and what they’ve paid and still owe once your accounting is connected.
1
record per customer, however they reached you
ER
Elena RojasRojas Dental Group
LeadClient
Paid
$3,200 paid
Open
$0
Called · AI answered, transferred to MikeMar 4
Texted back the estimateMar 5
Invoice #1042 paid · $2,400Mar 18
Three ways in, one customer
A form on Tuesday, a call on Thursday, a text with a photo on Friday. Pantora matches them by email, then by phone, so all three become one contact with three leads, not three strangers who all sound familiar.
Auto
matched by email, then phone
Quote formsarah@parkerpg.com
Phone call(770) 555-0148
Text thread(770) 555-0148
TN
Tom NguyenForm · Call · Text, one contact
Matched
See what each customer was worth
Each contact shows how many leads they brought, how many you won and lost, and the value of what you won. A first paid invoice turns a lead into a client on its own, and the record keeps how they found you.
Won
value, per customer and per source
Leads
3 leads
Won
2 won
Lost
1 lost
Won value
$4,650 won
How they found you
Google search/services/water-heater-repair
What's included
A customer record that builds itself
Calls, forms, texts, and paid invoices fill in the customer record on their own. Your team adds notes about the work and anything to remember for next time.
Contacts and companies
A table of everyone, filtered by leads or clients and by who’s in your pipeline right now, with search and sort.
Matched across every channel
The same email or phone across a form, a call, and a text becomes one contact with many leads, never three copies.
Everything on one page
Address, company, services of interest, extra people and their roles, every lead, notes shared across the leads, and a timeline.
Revenue on the record
Connect QuickBooks and each contact shows paid total, invoice count, open balance, and last paid date.
Lead becomes client on its own
A won job or a first payment promotes the contact from lead to client, so the list tells you who is who.
How they found you
Each contact keeps the channel, the landing page, the device, and the pages they visited that day before reaching out.
app.pantora.aiLive
Contacts
Every person who called, texted, or filled out a form, with what they were worth.
Customer management for a local business, without the spreadsheet
Why a customer list matters more than a lead list, what a good record holds, and how Pantora builds it from the work.
Keep customer information in one place
Customer details can end up spread across phones, emails, forms, and invoices. Bringing them together shows your team who the customer is, what they asked for, and what happened last time. It also makes repeat work easier to follow.
Pantora builds customer records from the calls, forms, texts, and other activity in your account. The record keeps contact information, leads, notes, conversations, and connected revenue together, so your team has fewer details to enter again.
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Connect repeat inquiries to the same customer
A returning customer might use a form for one job and text about the next. Matching those requests helps your team recognize the customer and see their history. It also cuts down on duplicate records that make follow-ups and reporting confusing.
Pantora looks for a matching email address, then phone number, when a new lead arrives. A match connects the lead to the existing contact; otherwise it creates a new one. Notes stay on the contact and are visible from related leads. Matching depends on the details the customer provides.
A useful customer record includes contact details, address, company, and other people involved in the job. It also holds the services discussed, past leads, notes, and outcomes. With accounting connected, paid totals and open balances give your team more context.
That’s the shape of a Pantora contact. The Details tab carries the primary contact, address, company link, services of interest, additional people with roles, and the revenue lines once QuickBooks is connected. Timeline shows every event in order. Workflows shows which automations have run for this person and what comes next. Conversion shows how many leads they brought, how many you won and lost, the value of the wins, how they found you, and the pages they read that day. Companies are their own tab, and you create one when a customer is really an organization, rather than Pantora guessing from a domain name.
what information should i keep on each customer
customer notes shared with my team
See revenue alongside the customer history
A customer may return for several jobs that began through the same search or referral. Seeing their paid invoices alongside their history helps you understand the value of that relationship and the sources that bring repeat work.
Connect QuickBooks to bring invoices, estimates, and payments into the record. Pantora matches paid invoices by email and phone, and asks you to choose when a payment could belong to more than one lead. The contact shows paid totals, invoice count, open balance, and last payment date. A fully paid invoice can mark the matching lead as won.
Pantora creates contacts as customers use your connected calls, forms, texts, and website chat. It doesn’t currently offer a file import for an existing customer list. You can add a lead by hand when you need a record before someone reaches out.
As new leads come in, the list grows with the activity in your account. Matching contact details connect repeat requests to an existing record. You can also create company records and add the people involved, so your team has the information it needs for the next conversation.
Not today. There’s no file import for contacts yet. The list builds from the work instead: every call your business number answers, every form submission, every first text, and every website chat creates a contact, and Pantora matches repeat customers by email and phone so you don’t end up with duplicates. You can also add a lead by hand for anyone who hasn’t reached out through Pantora yet.
By email first, then by phone number. When a new lead arrives from a form, a call, a text, or a chat, Pantora looks for an existing contact with that email, then that phone, and attaches the lead to it. The contact ends up with one record and many leads, and notes on the contact are visible from every lead. If nothing matches, a new contact is created.
A lead is someone who has asked for something and hasn’t paid you yet. A client is someone who has. Pantora makes the switch on its own: when a lead is marked won, or when a first paid invoice arrives from QuickBooks, the contact becomes a client. The contact list filters by either type, and by whether the person has a lead in your pipeline right now.
From QuickBooks. With QuickBooks enabled and connected for your account, Pantora reads invoices and matches them to contacts by email, then phone. Contacts show paid totals, open balances, and invoice details. Without that connection, the won value you enter on a lead is the value used in your pipeline. Pantora does not create or send invoices.
No. Pantora doesn't guess that a customer is a company from an email domain or a form field, because that guess is wrong often enough to make a mess. When a customer is really an organization, a property manager, a dental practice, a landlord with six units, you create the company and link the contacts to it, with each person's role. The Companies tab then shows the whole account in one place.
Yes. Everyone on your account sees the same contacts, and notes are shared: a note left on the contact shows on every lead for that person, and a note left on a lead shows on the contact. The Timeline tab records what happened in order, so someone picking up a customer for the first time can read the history in a minute instead of asking around.
