CRM – Lead Management

10 min read Last updated: June 23, 2026

What is CRM in ProperSend?

The CRM module in ProperSend is not just a contact list – it's a full-featured system for managing relationships with leads, tracking interactions, and managing your sales pipeline. Unlike standard CRMs, ProperSend CRM is tightly integrated with cold email campaigns, so every sent message, reply, and interaction is automatically recorded against the lead — no manual logging needed.

When to use CRM: You need a centralized place to manage leads, track deal progress, and see every interaction across email campaigns, calls, and notes — all linked to the same contact. It replaces scattered spreadsheets, shared inboxes, and sticky notes with a single source of truth.

Navigate to app.propersend.pl/crm to access your lead database.

Pipeline Statuses

Each lead progresses through pipeline statuses that reflect your sales process:

| Status | Description | |--------|-------------| | New | New lead, not yet contacted | | Contacted | Contact made (first message sent via campaign or manually) | | Qualified | Lead meets qualification criteria (budget, authority, need, timeline) | | Interested | Lead has shown interest — replied to email, asked a question | | Negotiating | Active negotiations in progress | | Proposal | Proposal or quote sent | | Won | Success – lead became a client | | Lost | Lost – lead explicitly not interested | | Unqualified | Doesn't meet qualification criteria | | Nurturing | Lead needs longer-term nurturing before next contact |

Practical example: A lead found via Lead Finder starts as New. After the first email is sent, it becomes Contacted. If they reply asking about pricing, move to Interested. Send a proposal → Proposal. Deal signed → Won. If they say "not now" → Nurturing for a follow-up sequence next quarter.

Table View

The main CRM view is a sortable, filterable table of all leads:

  • Sort by any column (name, status, date, score)
  • Filter by status, priority, source, date range
  • Search by email, company name, tax ID (NIP), or city
  • Select visible columns – customize which fields you see
  • Export selected leads to CSV for external analysis

Lead Drawer

Clicking any lead opens a side panel with full details:

  • Contact and company information (from Lead Finder or import)
  • Status history and timeline of all interactions
  • Activity log showing sent emails, opens, clicks, and replies from campaigns
  • Tasks associated with this lead
  • Notes added by your team
  • Deals linked to this lead

You can also create tasks and notes directly from the drawer — useful during or after a phone call to log next steps immediately.

Lead Source Tracking

Each lead in CRM tracks its source, helping you measure which acquisition channel performs best:

| Source | Description | Typical Quality | |--------|-------------|-----------------| | Lead Finder | Purchased from KRS/CEIDG search | High — verified business data | | Manual Import | Imported via CSV | Varies — depends on source quality | | Manual | Added manually by a team member | High — targeted, specific | | API | Added via REST API integration | Varies — depends on source | | Campaign Reply | Auto-created when a lead replies | High — inbound interest |

Best Practice: Use source tracking to identify which lead channels produce the highest reply and conversion rates. Focus your budget and effort on the top-performing sources.

Scoring and Priorities

Each lead can be assigned a manual priority (Low, Medium, High) and receives an automatic lead score (0-100) calculated from engagement signals:

  • +10 points for opening an email
  • +20 points for clicking a link
  • +30 points for replying
  • -15 points for bouncing

Tip: Filter your CRM by score >50 to focus on warm leads that have shown genuine interest through engagement. Combine with status = "Interested" for your highest-priority contacts.

Bulk Operations

Select multiple leads to perform operations at scale:

  • Change status (e.g., move all "Interested" leads to "Negotiating")
  • Assign to a team member
  • Add or remove tags
  • Add to lists for segmented campaigns
  • Verify emails via Email Verification
  • Delete leads

Kanban View

Switch to Kanban view for a visual pipeline that mirrors your sales stages. Drag and drop leads between columns to update their status. This is especially useful during daily stand-ups and pipeline reviews to quickly see where deals are stuck.

Best Practice: Review your Kanban pipeline weekly. If leads stay in "Contacted" for more than 14 days after campaign completion, consider a manual follow-up or move them to "Nurturing" for a future sequence. Track your pipeline metrics on the Dashboard.