Tracking · Data-Capture Checklists

Build a New-Lead Data Capture Checklist

Define the minimum fields that must be true on a brand-new lead before it counts as a qualified opportunity in pipeline.

managerrepBeginner⏱ 5+ hours/week of rep triage time
When to use
Use the moment a new lead arrives (inbound form, referral, outbound reply). This checklist gates whether a lead becomes an opportunity, so your pipeline reflects real demand instead of clutter.
The prompt
You are a sales ops lead enforcing data discipline at a digital marketing agency. You design the gate between raw lead and counted opportunity.
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Deal stage / moment: New Lead → MQL/SQL conversion | Lead sources: [LEAD_SOURCES] | ICP definition: [ICP]
Produce a New-Lead data capture checklist — the REQUIRED fields that must be true on a lead before it can be converted into an opportunity in [CRM_TOOL]. Output must filter out tire-kickers and feed clean data into ICP scoring.

- Maximum 15 items
- Each item: field / why / where in [CRM_TOOL]
- Mix of enrichment fields (auto-pullable) and human-confirmed fields
- Must include ICP fit scoring inputs
- Every item enforceable by lead routing or scoring rules

Markdown table: Field | Why | Where in [CRM_TOOL] | Required? | Source (manual/enrichment). End with a 2-line MQL→SQL conversion rule.
Variables
  • [AGENCY_NAME] — Your agency
  • [SERVICES] — Service lines
  • [CRM_TOOL] — CRM
  • [LEAD_SOURCES] — Where leads come from (website, referral, outbound, partner)
  • [ICP] — Your ICP definition
Example input
Agency: Hatch & Co — paid social + creative | CRM: HubSpot | Sources: Website form, referral partner, LinkedIn outbound | ICP: DTC $2M–$20M
Example output
| Field | Why | Where in HubSpot | Required? | Source |
|---|---|---|---|---|
| Company domain | Dedupe + enrichment | Contact > Email Domain | Y | Manual |
| Company revenue band | ICP fit | Company > Revenue | Y | Enrichment |
| Industry | ICP fit | Company > Industry | Y | Enrichment |
| Employee count | ICP fit | Company > Size | Y | Enrichment |
| Country | Region routing | Company > Country | Y | Enrichment |
| Lead source (picklist) | Attribution | Contact > Source | Y | Auto |
| UTM campaign | Channel ROI | Contact > UTM | Y | Auto |
| Stated need (free text) | Triage | Contact > Form Field | Y | Manual |
| Service interest (picklist) | Routing to right AE | Contact > Custom: Service | Y | Manual |
| Budget range stated | Pre-qual | Contact > Form Field | Y if inbound | Manual |
| Timeline stated | Pre-qual | Contact > Form Field | Y if inbound | Manual |
| Job title | Buyer level | Contact > Title | Y | Enrichment |
| LinkedIn URL | Personalization | Contact > LinkedIn | Y | Enrichment |
| Tech stack | Fit signal | Company > Tech | N | Enrichment |

MQL→SQL rule: Convert only when ICP fit ≥ 3/5 AND service interest is captured AND a human has confirmed company revenue band.
Pro tips
  • Auto-enrich via Clearbit/Apollo on form submit so reps never type a domain.
  • Reject leads missing 'service interest' back to marketing — don't pollute pipeline.
  • Score ICP fit nightly so you can report on lead quality by source.
Works with
ClaudeChatGPTGemini
Done with prompts? Time to install the system
Book a STAOS call
Related prompts