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Executive Report: Leads

The Leads section of the Executive Report provides a comprehensive view of how many new leads and customer interactions your business is generating across all channels. This section helps partners demonstrate lead generation value and track the effectiveness of different lead capture methods.

What's Included in Leads Reporting​

Lead Generation Summary​

  • Number of new leads captured in CRM, by source: Overall count of organically captured leads with source breakdown
  • Number of conversations happening in Conversations, by channel: Communication activity across all channels
  • Web chat effectiveness metrics: Detailed web chat performance tracking

Web Chat Specific Metrics​

  • Unique visitors that saw web chat: Total website visitors who were shown the chat widget
  • Unique conversations: Number of visitors who actually engaged with the web chat
  • Leads captured: Web chat conversations that resulted in captured lead information

Lead Sources Tracked​

The Leads section aggregates data from organically captured leads only. Sources include:

  • Phone Calls (Google Business Profile) - Direct calls from business listings
  • AI Voice Receptionist - Calls handled by AI voice system
  • Web Chat - Website chat conversations that convert to leads
  • Zapier Integrations - Leads from connected third-party systems
  • Forms - Website form submissions and contact requests
  • SMS - Text message conversations that generate leads
  • Any other lead source - Custom lead sources are automatically included
Lead Source Exclusions

Leads are not counted in these analytics when they come from:

  • Bulk Import - Manually imported contact lists
  • CRM UI - Contacts manually created in the CRM interface

These manual additions are excluded since they're not organically captured leads. To include manually created leads in analytics, change their lead source field to something other than "bulk import" or "crm ui".

Messages and Conversations​

  • Message Volume: Total messages across all channels with timeline visualization
  • Message Types: Breakdown of received messages vs. sent by AI vs. sent by team
  • Conversations by Source: Charts showing conversation creation from SMS, WebChat, and Email
  • Lead Conversion: Tracking of conversations that convert into actionable leads

Understanding Your Lead Data​

Lead Summary Metrics​

The top-level metrics show:

Leads: 59 (-2)

This indicates 59 total leads for the period, with a decrease of 2 from the previous period.

Lead Source Breakdown​

Individual source performance might look like:

  • Phone calls (Google Business Profile): 29 leads
  • AI Voice Receptionist: 20 leads
  • Web Chat: 3 leads
  • Zapier: 2 leads
  • Forms: 2 leads

Message Activity​

  • Total messages: Shows volume across all communication channels
  • Daily timeline: Visual representation of message activity over time
  • Message categories:
    • Messages received from customers
    • Messages sent by AI receptionist
    • Messages sent by your team

Why This Data Matters​

For Partners​

  • Demonstrate ROI: Show clients exactly how many leads you're generating
  • Channel Performance: Identify which lead sources are most effective
  • Service Value: Prove the impact of AI receptionist and web chat tools
  • Growth Tracking: Monitor lead generation trends over time

For Client Conversations​

  • Lead Quality: Discuss which sources generate the highest-converting leads
  • Channel Optimization: Recommend focusing on best-performing lead sources
  • Technology Impact: Show value of AI tools in lead capture and response
  • Competitive Advantage: Demonstrate comprehensive lead tracking capabilities

Optimizing Lead Generation​

Best Practices​

  • Multi-channel approach: Enable multiple lead capture methods for comprehensive coverage
  • AI Integration: Utilize AI Voice Receptionist and Web Chat for 24/7 lead capture
  • Response Speed: Monitor message activity to ensure fast response times
  • Data Integration: Connect Zapier integrations for complete lead tracking

Configuration Tips​

  • Form Integration: Ensure website forms are properly connected to CRM
  • Phone Tracking: Verify Google Business Profile phone number accuracy
  • Chat Setup: Configure web chat widget for optimal lead conversion
  • AI Training: Optimize AI receptionist for industry-specific lead qualification

Multi-Location Support​

Lead analytics are available in both Single-Location and Multi-Location Executive Reports:

  • Single-Location: Shows leads specific to that location
  • Multi-Location: Provides rolled-up analytics across all locations for comprehensive overview

The Leads section integrates with several Vendasta products:

  • AI Voice Receptionist - Automated phone answering and lead qualification
  • Web Chat - Website chat widget with AI assistance
  • CRM - Lead management and follow-up tracking
  • Forms - Website form builder and lead capture
  • Google Business Profile - Business listing optimization for phone leads
  • Conversations - Unified inbox for all customer communications

Data Sources and Requirements​

What Data Feeds This Section​

  • Google Business Profile: Phone call tracking and customer actions
  • AI Voice Receptionist: Call volume and lead qualification data
  • Web Chat: Chat interactions and lead conversion tracking
  • CRM Forms: Form submissions and contact requests
  • Zapier: Third-party integration data
  • SMS Platform: Text message conversations and lead data

Setup Requirements​

For complete lead tracking, ensure:

  • Google Business Profile is connected and phone tracking is enabled
  • AI Voice Receptionist is configured for your business
  • Web Chat widget is installed on your website
  • CRM forms are properly integrated
  • Zapier connections are active (if used)
  • SMS services are set up for text-based lead capture

Frequently Asked Questions (FAQs)​

Why don't I see all lead sources in my report?

Lead sources only appear when there's data available. If you don't see a particular source (like AI Voice Receptionist), it may not be activated or configured for the client account. Check the product activation status in Partner Center.

How are leads counted vs. conversations?

Conversations track all customer interactions, while Leads specifically count interactions that result in actionable contact information or qualified prospects. A single customer might generate multiple conversations but only count as one lead.

Can I see which lead sources convert best?

The Executive Report shows lead volume by source. For conversion tracking and lead quality analysis, use the CRM section to track opportunities and deal closure rates from different lead sources.

Why do message counts seem higher than lead counts?

Messages include all communications (initial contact, follow-ups, customer service), while leads specifically count new prospects. A single lead might generate dozens of messages throughout the customer relationship.

How does AI Voice Receptionist data appear?

AI Voice Receptionist calls appear as a separate lead source when the service is active. The system tracks both total calls handled and calls that resulted in qualified leads or scheduled appointments.

I don't see any metrics in my Leads section. Why?

The Executive Report rolls up data from previous periods (weekly or monthly), so you may need to wait for a full reporting period to pass before analytics appear in your next report. If you see contacts in the CRM with lead sources like "web chat" or "form", these will be automatically counted in upcoming reports.

What lead sources are shown in analytics? What sources are excluded?

Leads are counted when they come from any source except "bulk import" and "crm ui", since these represent manually added contacts rather than organically captured leads. All other sources (web chat, forms, AI receptionist, phone calls, SMS, Zapier, etc.) are included. To count a manually created lead, change its source field to something other than "bulk import" or "crm ui".

Can I hide the Leads section if lead tracking isn't set up?

Yes, you can hide the Leads section in Partner Center > Accounts > Manage Business App > Customize Business App > Executive Report > Sections if lead tracking isn't properly configured or you don't want to show incomplete data.