The golden rule: if it isn't in the tracker, it doesn't exist. Phone call, email, someone at a trade show, a chat on the road, a Shopify inquiry about a custom job — the moment a lead appears, add it here. It takes under a minute.
The flow
New lead → Quote sent → In follow-up → Won / Lost. Drag cards between columns (or use the ‹ › arrows). When you send a quote, move the card and the tracker sets a follow-up reminder for 3 days out. Nothing sits forgotten: anything due today or overdue shows a red or yellow chip and counts in the "Needs follow-up" tile.
The daily habit
Open the tracker with your morning coffee. Tick the "Needs follow-up only" box. Work through those cards — call, email, or nudge each one, then set the next follow-up date. Done. That habit is the whole system.
What about regular Shopify orders?
Normal web orders don't belong here — Shopify already tracks those. This tracker is for anything that needs a human follow-up before money changes hands: custom engraving jobs, corporate/promo inquiries, bulk orders, and quotes.
Working as a team
Everyone signs in with their own account and sees the same live board — changes sync automatically within seconds (watch the chip in the top corner). Give every lead an Assigned to name so it's always clear who owns the next move, and use the person filter to see just your own leads. Admins can add or remove team members under Team in the footer.
On your phone
Open the tracker's web address in your phone's browser, sign in, then use Share → Add to Home Screen (iPhone) or menu → Add to Home screen (Android) — it opens like an app from then on. Swipe sideways to move between stages; use the ‹ › arrows on a card to move it forward. Phone and computer show the same live board.
QuickBooks
When deals land in Won, those are real clients — click Export for QuickBooks to download a customer file, then in QuickBooks Online go to Sales → Customers → Import customers and upload it. Duplicates are handled on the QuickBooks side (matching names get flagged). A good rhythm: run it at month's end along with the books.
Backups & being offline
Your data lives centrally on the server and is backed up — a lost or broken device loses nothing; just sign in from another one. If your connection drops, keep working: changes save on your device and sync automatically when you're back online (the chip shows "Offline" until then). Export backup still gives you your own file copy any time you want one.
Built for Canadian Made EH! by Snowmaan Consulting, Kingston ON.