Capture leads from your website, customer portal, phone calls, and office team

Bring every lead source into one organized pipeline so your team can respond faster, track every opportunity properly, and stop valuable inquiries from slipping through the cracks. OctopusPro helps you capture inquiries from the channels service businesses use every day, then routes them into one organized inquiry pipeline for follow-up and conversion.

Create a more professional first impression with a lead form that looks consistent with your website and builds trust with potential customers

Branding, styling, and CSS control

You can customize the form title, call-to-action button text, button colors, text colors, title colors, and general appearance so the form matches your website and brand identity more closely. You can also use CSS overrides for finer styling control, or disable the standard widget CSS if you want your site theme to control the appearance.

Learn more about customizing your website inquiry form styling and branding

Control which fields appear and how they behave

OctopusPro lets you rename field labels, reorder the form, show or hide fields, and mark selected fields as required. This helps you create a simpler form for customers while still collecting the details your office needs to qualify leads faster.

You can also display up to three address fields where needed, which is useful for businesses that handle pickup and drop-off, multi-site work, removals, event logistics, delivery workflows, or jobs involving more than one service location. When you convert the inquiry into a booking, these addresses can flow into the matching booking addresses. Learn how to configure lead form fields, required inputs, and multi-address inquiry capture.

Service selection, categories, multi-service requests, and preferred timeframe

Help your team triage inquiries more accurately by collecting the right service context, urgency, and customer intent from the very beginning. Depending on your workflow, you can show services, group them by category, allow customers to request multiple services in one inquiry, or hide services entirely and treat the form as a general contact form for manual qualification later.

You can also capture a preferred timeframe or urgency using the Period Required field, such as ASAP, this week, or next month. This helps your team triage leads faster and set clearer expectations from the beginning. Learn more about service categories, multiple-service lead capture, and preferred timeframe settings.

Make your form easier to complete while still collecting the exact information your team needs to qualify leads faster and reduce unnecessary back-and-forth

Reduce delays, improve inquiry quality, and automate the next step as soon as a lead is submitted

Manage every inquiry in one organized lead pipeline

Give your team one source of truth for every lead so handovers are smoother, follow-up is more consistent, and every opportunity is easier to manage. Once a lead is captured, OctopusPro gives you a structured inquiry record and list view so your team can work consistently and stay on top of every opportunity.

From the inquiry details page, your team can view and manage:

• customer name and contact details
• trading name and lead source
• requested service or services
• address and multiple-address details where used
• representative or inquiry owner
• status and labels
• follow-up settings
• notes and qualification details
• files and photos
• communication history
• discussion history
• activity and audit trail
• related customer assets, properties, dependents, or equipment where your workflow uses them

Status for pipeline stage, labels for segmentation

Track where each lead stands and organize your pipeline more clearly so your team always knows what needs attention next. The inquiry details management guide and inquiry editing and update workflow guide explain how office users can update the inquiry owner, labels, trading name, contact details, notes, source, service information, and follow-up settings as the lead progresses.

OctopusPro supports both inquiry status and inquiry labels, and each serves a different purpose. Status shows where the lead is in the lifecycle, such as new, qualified, resolved, or spam. Labels give you flexible categorization for priority, customer type, source, internal routing, campaign, or sales intent. Learn more about viewing inquiry status, source, ownership, and lead details.

Labels, nested tags, and smart filtering

Prioritize the right opportunities faster by segmenting leads in a way that suits your workflow, team structure, and sales process. You can apply one or more labels to each inquiry so you can classify leads by stage, urgency, customer type, campaign, value, or internal workflow. You can also create nested parent/child labels for more structured classification across larger teams.

Examples include:

• hot lead
• warm lead
• needs photos
• commercial
• VIP
• quoted
• follow-up required
• awaiting customer reply

OctopusPro also lets you filter by selected labels using AND/OR logic, exclude selected labels when narrowing down results, and create labels directly from the inquiry workflow. This helps your team prioritize the right opportunities faster and keep workflows consistent. Learn how to add inquiry labels and tags for lead segmentation and filtering.

Multi-brand lead capture under one account

Manage leads centrally while still presenting the correct brand, communication style, and customer experience for each trading name. If you operate multiple trading names or service brands under one OctopusPro account, you can capture and manage leads under the correct brand. This helps keep forms, customer communications, and follow-up workflows aligned with the right trading name while still being managed centrally by your team. Learn more about trading names and multi brand management.

With communication, history, and follow-up tools in one place, your team can stay responsive without losing context or duplicating effort

Respond faster with built-in communication, contact attempts, and follow-up reminders

Speed-to-lead matters. OctopusPro helps your team respond quickly and keeps all related communication tied to the inquiry record so everyone has context.

Call, email, and SMS from the inquiry

Your team can contact customers directly from the inquiry list or the inquiry details page using quick communication actions. Send emails, SMS messages, and place calls, including VoIP where enabled, without leaving the inquiry workflow.

You can also use reusable templates and canned responses, log contact attempts, and keep a full communication trail so staff can see what was sent, when it happened, and what needs to happen next. Learn more about email, SMS, calling, and contact management from inquiries.

Keep a complete contact history

Give every staff member instant context before they reach out, so follow-up feels informed, consistent, and well coordinated. Every lead interaction matters. OctopusPro helps you record and track customer outreach so your team can avoid duplicate contact, follow up more professionally, and make better decisions based on the full communication history. Learn how to manage inquiry contact history and communication actions.

Discussion management and internal notes

Keep internal collaboration tied to the lead record so your team can hand over work more smoothly and make decisions with full context. OctopusPro includes a discussion area within each inquiry so office staff can collaborate internally or post customer-visible comments when needed. This helps keep handovers, pricing guidance, qualification notes, and customer updates inside the lead record instead of scattering them across inboxes or chat apps.

You can use inquiry discussions to:

• post internal staff-only notes
• share lead qualification updates between team members
• attach files directly to the conversation
• post customer-visible updates when appropriate
• send SMS or email notifications when a visible customer update is posted
• control who receives discussion notifications and through which channels

Learn how to manage inquiry discussions, internal notes, and customer-visible replies.

Instant response and lead nurturing

One of the biggest reasons service businesses lose leads is inconsistent follow-up. OctopusPro helps you build a disciplined lead nurturing process by letting you send instant acknowledgements, set follow-up dates and times on inquiries, and group due leads into dedicated follow-up views.

Your autoresponder can thank the customer, set expectations for next steps, include the inquiry reference, and even prompt the customer to upload additional photos or documents immediately. Learn more about inquiry autoresponders, confirmation emails, and post-submission upload prompts.

Increase conversion by following up consistently, acknowledging inquiries immediately, and keeping promising leads active until they are ready to move forward.

Stop good leads from going cold by giving your team a simple, reliable follow-up process they can manage every day.

Follow-up reminders and the To Follow queue

You can flag an inquiry as requiring follow-up, set the next action date and time, view due inquiries in the To Follow list, and quickly edit or clear reminders directly from the inquiry list without opening every record.

This is especially useful when you need to wait for customer photos, schedule a callback, follow up on a quote, check availability, or keep a sales cadence running without forgetting leads that were not ready on day one. Learn how to manage inquiry follow-up reminders and the To Follow queue.

Customer self-service inquiry page

Make it easier for customers to provide extra information, respond faster, and help move their inquiry toward quoting and scheduling. Customers can also interact with their inquiry through the link they receive in an inquiry confirmation email or SMS. Depending on your setup, they may be able to review their inquiry details, upload files, and respond with the extra information you need for accurate quoting and smoother scheduling. Learn more about viewing inquiry details and customer-facing inquiry access.

Manage the entire process, from lead to conversion

Manage the full lead-to-job journey in one system so your team can convert opportunities more efficiently and keep complete visibility from first contact to confirmed work. Without the right tools, it can be difficult to manage and track leads consistently, and even harder to understand conversion performance from different lead sources. OctopusPro provides the tools you need to manage the full lead management process from first inquiry through to quote, booking, and long-term customer relationship.

Convert qualified inquiries into quotes, bookings, and revenue

Move qualified leads into action quickly without losing history, duplicating work, or breaking the flow between sales and operations. OctopusPro helps you move leads forward without re-entering customer information or losing inquiry history. Once a lead is qualified, you can convert it directly into the next operational record from the inquiry workflow.

Respond to pricing requests faster and create a more professional quoting process with lead details, notes, and attachments already connected

Use this when the customer needs pricing before committing. Converting an inquiry to a quote helps your team respond faster, keeps the lead context attached to the quote, and gives you a cleaner sales workflow from first inquiry to formal estimate.

When you convert from the inquiry details page, your team can review requirements, notes, attachments, and customer context first, then generate the quote with full traceability between the lead and the estimate. Learn how to convert an inquiry into a quote or estimate.

Confirm work faster and reduce booking errors by turning qualified inquiries directly into scheduled jobs with less admin

Use this when the customer is ready to proceed and you want to schedule the work immediately. OctopusPro opens the booking workflow with the inquiry information already connected, reducing admin work and helping your team confirm jobs faster and with fewer mistakes.

Once converted, the inquiry and booking stay linked, so your office team can move between them for full context, follow-up, and auditability. You can then use related scheduling tools such as fieldworker availability and nearby bookings to assign the job more intelligently. Learn how to convert a lead inquiry into a booking.