Find Prospects Now helps you discover relevant requests. To understand what those requests do for your business, follow them beyond the match feed. A simple tracker can connect the original Facebook post to a useful conversation, a quote and a booked customer without confusing activity with results.
Define the stages before counting results
Use a short set of stages that everyone reviewing leads understands. A matched post is a discovery event. A suitable request passes your service and location checks. A conversation means the person has engaged with you. A quote or consultation is a specific next step, and booked work needs actual customer confirmation.
Record when each stage happens. Keep cancellations and lost opportunities visible as outcomes rather than deleting them from the denominator. That makes your review more useful when you decide which groups and phrases to keep.
Create one record per underlying request
Start with the original post link, first discovery date, group, request summary, service area and current stage. Add your next action and the date you plan to review it. Keep only the information needed to manage the enquiry.
Download the blank lead tracker and copy it into your notes, spreadsheet or CRM. The template works outside the product; it does not imply that Find Prospects Now has a built-in sales pipeline or automatic revenue attribution.
Use the qualification checklist to record service fit and missing information consistently.
Deduplicate requests posted in several groups
A homeowner may ask the same question in a neighborhood group and a town recommendations group. Keep both links as discovery context but use one request record when the evidence shows it is the same project.
Similar author names alone are not enough to merge records. Check the wording, location, task and timing. Keep different jobs separate even when they come from the same person. Choose a consistent attribution rule, such as first discovered group, and document it.
Separate dashboard states from sales outcomes
New and Seen help you manage reading. Saved posts help you retain a shortlist. They do not establish whether a person has received a reply, accepted a quote or paid for work. Record those outcomes from the actual conversation and your business records.
For example, saving a request while you check availability should leave its sales stage at “needs review.” Marking a post Seen should not move it to “contacted.” This prevents normal dashboard housekeeping from inflating reported progress.
Review a small worked example
| Stage | Count | Evidence |
|---|---|---|
| Reviewed matches | 60 | Posts checked by a person |
| Unique requests | 24 | Advertisements removed and cross-posts combined |
| Suitable requests | 12 | Service, location and timing fit |
| Conversations | 6 | The person engaged with the business |
| Quotes | 3 | A quote was actually provided |
| Booked customers | 1 | The booking was confirmed |
Here, 60 matches do not mean 60 leads or 60 customers. The useful questions are why half the unique requests did not fit, what helped conversations start, and whether the booked work justified the review effort. A small example does not predict a stable conversion rate.
Measure time and confirmed value
Record review time, response time and follow-up time separately. Use confirmed bookings, invoices and payment records to report value. Keep quoted amounts distinct from accepted work and money received.
When assessing the workflow, consider the product subscription and your time alongside the margin from confirmed work. A single high-value job can make a group worth reviewing, while a large volume of unsuitable posts can consume time without progress.
Connect alerts to the tracker when it helps
Start with manual records so you understand what needs to be tracked. If you use webhooks, map the actual lead fields received by your destination and keep the original post link. Check how your receiver handles repeated deliveries and cross-posts before using its counts.
The webhook guide explains supported event data. Delivery to an external tool still needs your configuration; it does not automatically confirm a sales outcome.
Review results at 30 and 60 days
Compare equal periods and record changes to your group selection or keywords. Look at suitable requests, conversations and confirmed work alongside time spent. Allow for seasonality, delayed projects and open enquiries that have not reached a final outcome.
Use the coverage worksheet to identify useful groups and the keyword templates to refine noisy matches. Change a small part of the setup at a time so you can understand what improved the results.
