Customers

Prospects

Create and manage potential customers before they exist in your source system.

Prospects are potential customers that exist in WiseParts but not yet in your source system. Use prospects to track leads, plan activities, and prepare for new customer relationships.

Quick Overview: Create prospects to track potential customers. Log activities and notes before they become real customers. Request account creation when ready, then link the prospect to the new customer record.

What Are Prospects?

A prospect represents a potential customer relationship:

Not in your source system — No account yet
Full profile capabilities — Create activities, tasks, notes
Conversion ready — Links to real customer when account is created

When to Use Prospects

Create prospects for:

New leads from trade shows or marketing
Referrals not yet set up in your system
Potential customers you're qualifying
Pre-sales activity tracking

Creating a Prospect

From Customer List

Go to Customers in the hub menu
Click Create Prospect button
Fill in the prospect details
Click Save

Required Fields

Name — Prospect/company name

Optional Fields

Field	Description
Business Name	Legal business name
Email	Primary contact email
Phone	Phone number
Mobile	Mobile phone
Address	Street address
City	City
ZIP	Postal code
State	State/Province
Country	Country
VAT	Tax ID (if known)
Salesman	Assigned salesperson

GPS Coordinates

Add latitude and longitude to:

Enable map display on profile
Allow activity GPS verification
Include in route planning

Prospect Profile

Prospect profiles work like regular customer profiles with some differences.

Available Features

Prospects support:

Feature	Available
Profile editing	Full editing
Contacts	Add and manage
Activities	Create and log
Tasks	Create and track
Notes	Add notes
Dashboard	Limited data

Limited Features

Prospects don't have:

Feature	Reason
Sales history	No transactions exist
Analytics 360	No sales data to analyze
Orders/Invoices	Not in source system
Due Documents	No billing relationship
Automatic segments	Segments require sales data
Sync	Not in source system

Prospect Badge

Prospects display a Prospect badge in:

Customer list
Profile header
Activity links

This helps distinguish prospects from regular customers.

Working with Prospects

Logging Activities

Track your interactions with prospects:

Open the prospect profile
Go to Activities tab
Click + to add an activity
Select type (visit, call, meeting)
Add details and save

Activities on prospects work identically to regular customer activities, including:

Activity types
Start/end times
Reports (if forms configured)
GPS verification (if coordinates set)

Creating Tasks

Track follow-ups and to-dos:

Go to Tasks tab
Create tasks for the prospect
Set due dates and assignments

Adding Contacts

Build your contact database:

Go to Profile tab
Add contacts with roles
Mark preferred contacts

Assigning Salespeople

Assign responsibility:

Edit the prospect profile
Set Salesman 1 (primary)
Optionally set Salesman 2, 3

Requesting Account Creation

When a prospect is ready to become a customer, request account creation in your source system.

Request Account Creation

Open the prospect profile
Click Request Account Creation in the header
The system sends a notification
The account is created in your source system

What Happens Next

After the request:

Your team creates the customer in the source system
The new customer syncs to WiseParts
You can then convert the prospect

Email Notification

The request typically sends an email containing:

Prospect details
Requesting user
Any notes added

Check your organization's process for account creation requests.

Converting Prospects

When the prospect exists in your source system, convert the prospect record to link them.

Conversion Process

Open the prospect profile
Click Convert in the header
Enter the Customer ID of the new customer account (from your source system)
Confirm the conversion
The system links prospect data to the customer

What Transfers

During conversion:

Activities move to the customer record
Tasks move to the customer record
Notes and attachments transfer
Contact information merges

What Changes

After conversion:

Prospect badge is removed
Full customer features become available
Sales data begins accumulating
Segments can be assigned

Conversion cannot be undone. Ensure you're linking to the correct customer account.

Managing Prospects

Finding Prospects

To find all prospects:

Go to Customer list
Enable the Prospect filter
The list shows only prospects

Editing Prospects

Unlike regular customers, all prospect fields are editable:

Open prospect profile
Click edit on any section
Update and save

Deleting Prospects

If a prospect won't convert:

Open the prospect profile
Use delete option from actions menu
Confirm deletion

Note: Deleting removes all prospect data including activities and tasks. Consider archiving (if available) before deleting.

Best Practices

Qualifying Prospects

Before investing significant effort:

Verify basic contact information
Confirm business legitimacy
Assess potential value
Log qualification activities

Tracking Progress

Use activities to document your sales process:

Initial contact
Qualification calls
Proposals sent
Follow-ups

Timely Conversion

Don't let prospects linger:

Request account creation promptly when qualified
Convert as soon as the source system account exists
Begin tracking real transactions

Data Quality

Ensure prospect data is accurate:

Complete addresses enable route planning
GPS coordinates enable verification
Contacts enable proper communication

Customer List

Browse and filter prospects

Activities

Track prospect interactions

Tasks

Manage follow-ups

Branches

Manage customers with multiple locations.

Segments

Classify customers by sales performance with automatic and manual segmentation.