Sam Boswell Automotive Group

Lead Stages & Deal Flags

Assign a lead stage on Day 7 or whenever the customer responds. Phone ups should also be categorized into a stage after the conversation — the stage triggers automated follow-up messaging. Deal flags track post-visit outcomes.

Lead Stages

Hot
Timeline: 0-7 days

Intent to buy within a week. Engaged, responsive, asking about pricing and availability.

Follow-up: Salesperson works manually. Daily contact. Always call, don't text.
Warm
Timeline: 14-30 days

Interested but not ready to commit. Has a timeline but it's not immediate.

Follow-up: See Warm Re-engagement Cadence below.
Nurture
Timeline: No timeline

(Formerly "Just Browsing") Minimal engagement, no clear purchase timeline, or unresponsive after full cadence.

Follow-up: Newsletter only. Re-evaluate monthly.
Re-engaged
Timeline: Varies

Lead responded after the initial cadence ended. They're not new but they're back.

Follow-up: Skip intro touches. Go straight to qualification and appointment setting.

Warm Lead Re-engagement Cadence

Day 10(3 days after stage assignment)Text
Hey [First Name], just wanted to let you know the [Year Make Model] is still available. If you want to swing by and see it, or hop on a quick call, I'm at [Phone]. - [Salesperson]
Day 17(1 week later)Email
Subject: New Options at Sam Boswell
Hi [First Name], we just got some new inventory in that reminded me of what you were looking at. [Link to similar vehicles]. Give me a call at [Phone] and I can walk you through what's new — or if you'd like to come in, I'll have everything pulled up and ready.
Day 24(1 week later)Text
Hi [First Name], checking in one last time before I move you to our monthly newsletter. Give me a ring at [Phone] if you'd like to pick things back up — I'd love to help. - [Salesperson]
Day 30

Auto-transition to Nurture if no response.

Credit-Challenged Nurture Path

A 90-day cadence for customers who didn't qualify.

Month 1(Day 14)Email
Subject: We're Still Here For You, [First Name]
Supportive tone. Tips for improving credit standing. "We work with customers in all credit situations and want to help you get into the right vehicle when the time is right."
Month 2(Day 45)Text
Hey [First Name], just checking in. If your situation has changed or you'd like to explore your options, give me a call at [Phone] — a quick conversation is all it takes to see where things stand. - [Salesperson]
Month 3(Day 75)Email
Subject: Ready to Take Another Look?
Offer a soft pre-qualification check. "A lot can change in a few months. Call me at [Phone] and we can run through it together in about 5 minutes. If you'd like to come in, even better — we'll make it easy."

Deal Flags (Post-Visit)

Sales managers update deal flags when checking a customer out of the showroom. These flags feed the CRM dashboard pipeline view — managers can click any bucket to see every deal in that category. Accountability check: filter by deals checked out in the last 7 days with no deal flag applied.

Credit Challenged

Customer didn't qualify. Enters credit-challenged nurture path above.

Missed on Payment

Deal lost by $75/mo or less. Manager review for re-engagement. Math: $75/mo × 72 months = $5,400 gap. Recoverable via rate changes, incentive updates, or trade value shifts. Review monthly when manufacturer incentives change.

Lost - Trade Equity

Couldn't agree on trade value. Monitor via TradePending for value changes.

Lost - Other

Catch-all for other lost deal reasons.

Service Deal

Customer came in for service, showed sales interest. Route to salesperson for follow-up.

Vehicle Not in Stock

Customer wanted a specific vehicle we didn't have. Monitor incoming inventory and notify when a match arrives.

Payment Deficit

Similar to Missed on Payment but for larger gaps. Track for future incentive programs.