The Complete Guide to Using Convertly CRM

Convertly is a modern CRM built for sales and marketing teams who care about revenue metrics and lead automation. This guide covers everything you need to get started and master the platform.

Getting Started with Convertly

Setting Up Your Account

When you first log into Convertly, you’ll set up:

1. Your company name and timezone - used for reporting and team coordination
2. Your pipeline stages - define the exact stages leads move through (you can customize these anytime)
3. Your team members - invite your sales and marketing team to get everyone on the same system
4. Custom fields - add fields that matter to your business (like deal size, product interest, or vertical)

Connecting Your Data Sources

Convertly connects to the platforms where your leads live:

• Google Ads - automatically capture ad clicks, campaigns, and audiences
• Meta/Facebook Ads - pull in conversion data from your Meta campaigns
• Your website - embed a form or API to capture inbound leads
• Zapier - connect 1000+ tools through Zapier integration
• Webhooks - build a custom integration for any platform

Once connected, leads flow into Convertly automatically with full attribution data attached.

Managing Leads and the Pipeline

Capturing and Viewing Leads

Your leads appear in Convertly through:

• Forms on your website - embed a Convertly form and leads appear instantly
• Ad platform conversions - when someone clicks your ads and takes an action, they’re logged as leads with full attribution
• Manual entry - add leads manually from calls, direct messages, or meetings
• Integrations - leads flow in from Zapier, webhooks, or other connected tools

All leads appear in your Leads view where you can:

• See all active leads and their details
• Filter by pipeline stage, source, or custom fields
• Search for specific leads by name or company
• Sort by newest, most recently updated, or custom order

Moving Leads Through Your Pipeline

Each lead has a current stage in your pipeline. To move a lead:

1. Click on the lead to open its profile
2. Change the pipeline stage using the stage selector
3. Add notes about why you’re moving them
4. The lead’s activity history is automatically updated

You can also bulk move multiple leads:

1. Select several leads using checkboxes
2. Choose a new stage from the bulk actions menu
3. All selected leads move at once

Working with Lead Details

When you open a lead’s profile, you see:

• Basic information - name, email, company, phone
• Attribution data - where they came from, which campaign, which audience
• Activity timeline - all interactions, stage changes, and notes
• Custom fields - data specific to your business
• Tasks and reminders - follow-ups assigned to you
• Files - proposals, contracts, or other documents

You can:

• Add internal notes (only visible to your team)
• Create tasks and assign them to yourself or others
• Attach files
• Change pipeline stage
• Edit custom fields
• View the complete history of this lead

Automating Follow-Ups and Actions

Creating Automations

Automations save time and ensure nothing falls through the cracks. Create automations that:

• Auto-assign leads - new leads go to the right sales rep automatically
• Create tasks - a task is created when a lead reaches a certain stage
• Send reminders - get a reminder if a lead hasn’t moved in X days
• Escalate leads - if a lead matches certain criteria, flag it for immediate attention
• Change pipeline stage - move a lead automatically when conditions are met

To set up an automation:

1. Go to Settings → Automations
2. Click New Automation
3. Define your trigger (new lead, stage change, time elapsed, custom field change)
4. Define your action (assign, create task, send reminder, escalate)
5. Save and it runs automatically

Creating Reminders

Reminders help you follow up on time. Set a reminder by:

1. Opening a lead
2. Clicking Add Reminder
3. Choosing when you want the reminder (today, tomorrow, in 3 days, custom date)
4. The reminder appears in your Inbox at the scheduled time

Collaborating with Your Team

Assigning Leads and Tasks

Keep your team aligned on lead ownership:

• Assign leads to individual reps so everyone knows who owns each lead
• Create tasks for specific follow-up actions and assign them to team members
• Add internal notes to communicate about a lead without emailing the prospect
• Mention team members in notes using @username to get their attention

Using the Team Dashboard

The team dashboard shows:

• Leads by stage - how many leads are in each pipeline stage
• Team performance - each rep’s conversion rate and revenue
• Recent activity - latest lead updates and stage changes
• Upcoming tasks - reminders and follow-ups due soon

Everyone sees the same data and stays on the same page.

Understanding Your Revenue Metrics

Key Reports

Convertly’s reports show you what’s actually working:

Attribution Reports:

• Leads by source (which ad campaigns, audiences, landing pages generate leads)
• Cost per lead by campaign
• Conversion rate by source (what percentage of leads become customers)

Revenue Reports:

• Closed revenue by campaign
• Cost per close (total marketing spend / total closed deals)
• Winning campaigns - which sources drive your most profitable deals
• Lost deals - understand what didn’t work

Team Performance:

• Each rep’s conversion rate
• Revenue generated by each team member
• Pipeline velocity - how fast leads move through your stages

Reading Your Metrics

The key insight: Convertly automatically tracks which ad click led to which closed deal.

That means:

• You know exactly which marketing channels work
• You can calculate true ROI on your ad spend
• You can double down on winning campaigns
• You can fix or pause underperforming campaigns

No guessing. No spreadsheets. Just data.

Tips and Best Practices

Pipeline Design

• Keep stages simple - 4-6 stages work better than 10+
• Use descriptive names - “In conversation” is clearer than “Stage 2”
• Match your actual process - if you send proposals, have a “Proposal sent” stage
• Review quarterly - your process might change, so update your pipeline

Custom Fields

• Add fields that influence decisions - if deal size matters, create a custom field
• Keep fields limited - 5-10 custom fields is better than 50
• Use consistent values - if you have a “Vertical” field, use consistent options (not “Tech”, “Tech company”, “technology”)

Automations

• Start simple - create one or two automations first
• Test them - watch one automation for a week before scaling
• Review regularly - automations might need updating as your process changes

Reporting

• Run reports weekly - see trends before they become problems
• Understand your funnel - what’s your conversion rate at each stage?
• Track one metric - revenue per close or cost per lead - as your north star

Getting Help

• In-app help - click the ? icon in Convertly for answers
• Knowledge base - visit our help articles for detailed guides
• Support - email support@convertly.io with questions
• Community - join our Slack community to connect with other users

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Ready to master your lead flow and revenue? Start using Convertly today with a free 14-day trial. No credit card required.