Pantora brings calls, forms, texts, and website chats into one lead pipeline. Each lead shows what the customer needs and how they found you. Update its stage as the job moves forward, with automatic follow-ups when you need them.
New request
Contacted
Done
SPSarah P.
Water heater replacement
$1,850
New requestWon
New inquiries can arrive by phone, text, chat, or a form on your website. It is easy to lose track of who needs an estimate or a follow-up. Pantora puts every request on one board so you can see what to do next.
See where each lead stands and who needs a follow-up.
A missed call, a quote form, a first text, a website chat: each one creates a lead with the name, the number, what they asked for, and how they found you. Nothing to type, nothing to remember.
4
ways a lead arrives on its own
New request
Contacted
Done
MLMarcus Lee
Water heater replacement
$1,850
New requestWon
Close every lead with a value and a reason
Drop a lead into Done and Pantora asks: won or lost, for how much, and why. Price too high, went with a competitor, no response. Over a season you see what you are really losing to.
6
reasons a job is lost, tracked
Mark as lost?
WonLost
Deal value
$1,850
What sealed it?
Price too highWent with competitorBad timing
Lost · Price too high
Move a lead and the follow-up goes out
Every stage has a lightning button: when a lead moves here, do this. Contacted sends the confirmation text. Won sends the review request. Lost starts a win-back a few weeks later. You set it once and the board does the rest.
Every
stage move can start a follow-up
New lead arrivesFrom a form, call, or text
Text in 2 minutesWithin 2 minutes
Wait 1 daySkips if they replied
Text again if quietYour estimate details
Task for youAfter the job is won
What's included
Manage leads from the first inquiry to the final decision
The board fills itself from your calls, forms, texts, and chats. Each lead carries its own record: who they are, what they asked, what you said, and what happened next.
Four stages, ready to go
New Request, Contacted, In Progress, Done, with statuses like Estimate scheduled or Waiting for payment, and room to add your own.
Leads from every channel
Calls, quote forms, first texts, and website chats each create a lead, with the source shown right on the card.
Time in stage, visible
Every card shows how long it has sat where it is, and leads you have never opened stay marked until you do.
The whole story on one lead
Contact details, the form answers with photos, the call transcript and transfer outcome, notes, bookings, and a timeline of every move.
Won and lost, with value
Closing a lead records the value, a note, and a lost reason, so the month adds up without a spreadsheet.
Follow-ups tied to stages
Attach an automation to any stage from the board. It runs each time a lead lands there, and the lead keeps the history.
app.pantora.aiLive
Pipeline
Leads from your forms, calls, and texts, from first request to closed.
New lead
New request2
SPSarah P.
Bathroom remodel
Inbound call$6,200
THTom H.
Backsplash
Estimate form$1,850
Contacted2
MRMike R.
Backsplash
Website chat$1,200
ALAna L.
Heated floors
Estimate form$3,900
In progress1
JWJ. Walker
Kitchen floor
Referral$4,400
Done2
DKDana K.Won
Kitchen floor
Google search$4,850
PBP. BrooksWon
Shower re-tile
Inbound call$5,100
New request
Contacted
Done
SPSarah P.
Water heater replacement
$1,850
Job bookedWon
Every request accounted for
Works with the rest of Pantora
Keep inquiries, conversations, and follow-ups together
The board is fed by the phone, the forms, the texts, and the chat, and every move on it can start a follow-up or land on a customer record.
What a lead pipeline is, why leads go cold, and how a small team keeps every request moving without a spreadsheet.
See where each lead stands
A lead is a request that could become a job, such as a call about a repair or a form asking for an estimate. A pipeline groups these requests by stage so your team can see what is new, what has been discussed, and what is waiting on a next step.
Pantora’s board helps you spot inquiries that need attention and estimates that have not had a response. The history stays with each lead, so someone else on your team can follow up with the right information. You can also use workflows to handle routine reminders.
When lead tracking depends on someone retyping a call or form, details can be missed. Creating the record from the inquiry reduces that extra work and keeps the customer’s request available to the team.
Pantora creates leads from relevant AI-handled calls, forms, first texts, and website chats. Calls include a transcript and summary; forms include answers and attachments; chats and texts keep the conversation linked. Each lead shows its source and available visitor details. You can also add leads by hand.
Pantora uses New Request, Contacted, In Progress, and Done to show where a lead stands. Statuses add detail, such as waiting for the customer, estimate scheduled, or waiting for payment. Together, they help your team see what needs to happen next.
You can add statuses to fit your business, move cards as work progresses, and pin important leads. Each card shows time in its current stage, and unread leads have a marker. The lead’s timeline records changes so your team can follow the history.
what stages should a sales pipeline have
how long should a quote sit before following up
Record the outcome and the reason
Tracking won and lost leads helps you understand which inquiries become work and where follow-up could improve. Record the job value and a reason when a lead does not convert, such as timing, price, or a service mismatch. Patterns across those outcomes can guide your next decisions.
Moving a lead to Done asks whether it was won or lost. You can add a value and note for a won job, or choose a loss reason. With QuickBooks connected, a fully paid invoice can mark a matching lead as won. Outcomes appear on both the lead and the customer history.
A new request, an estimate waiting for a reply, and a completed job need different messages. Connecting those follow-ups to lead stages helps them happen without your team remembering each one. Set the wording and timing to match how you work.
Choose a workflow for a stage to send a text or email, wait, check a condition, or add an inbox task. A won job can start a review request, and a lost lead can get a later check-in. Sends follow your messaging hours, and the lead shows what ran, what was skipped, and why.
On their own. A call the AI answers, a quote form, a first text to your business number, or a website chat each creates a lead in New Request, with the source and the customer details filled in. Calls the AI transferred to your team land in Contacted. You can also add a lead by hand, for the customer who walked in or called your cell.
Pantora starts you with four stages, New Request, Contacted, In Progress, and Done, because they fit the way most local jobs move. Inside each stage, a status says what you are waiting on: use the built-in ones like Estimate scheduled or Waiting for payment, or add your own for the way your trade works. Keeping the columns few is what keeps the board honest.
Dropping a lead into Done asks whether you won or lost it. Won records the deal value and a note. Lost records a reason: price too high, went with a competitor, no response, bad timing, not a fit, or a service you do not offer. The outcome shows as a badge on the card, on the customer record, and in the conversion numbers, and either outcome can start an automation, like a review request after a win.
Not yet. Today the board fills from what Pantora handles: calls, forms, texts, and website chat, plus leads you add by hand. There is no file import for leads or contacts at the moment. The usual approach is to start fresh on the day you connect your number and publish your forms, and let the old list stay where it is until it runs dry.
Yes, once you have attached it to a stage. When a lead lands there, the automation runs: a text, an email, a wait, a branch on whether they answered, a task in your inbox. Sends hold outside your messaging hours and go out when the window opens. Each lead shows every run with what succeeded, what was skipped, and why, so you always know what the customer has received.
Yes. Everyone on your account works from the same board, so the office can move a lead to Contacted while you are on a roof, and you can see it from your phone. Leads nobody has opened stay marked, cards show how long they have waited, and the timeline on each lead records every stage move, so nothing depends on one person remembering.
