LeadMachine Documentation

Welcome to LeadMachine - powerful lead management with AI-powered enrichment and automation.

Getting Started

Creating an Account

Start a New Company:

1. Click "Register" on the login page
2. Choose "Create a New Company"
3. Sign up using Google, Facebook, LinkedIn, or Email/Password
4. Complete your profile and company setup

Join an Existing Company:

1. Ask your company admin to invite you by email
2. Click "Join an Existing Company" on the registration page
3. Sign up with the same email address your admin used
4. You'll automatically be connected to your company

Lead Management

Learn the basics of managing leads - creating, editing, organizing, and converting prospects into customers.

User Management

Add team members, assign roles (User, Admin, SuperAdmin), and manage your team's access to leads and features.

Task Management

Create tasks for yourself or assign to multiple team members. Use the accordion view to expand tasks and see full details including sub-tasks, notes, and assignees. Share direct links to specific tasks with your team.

Mobile App & Push Notifications

Install LeadMachine to your device and get instant push notifications when leads are assigned. Works on phone, tablet, and desktop.

Lead Organization

Lead Statuses

Customize your sales pipeline with statuses that match your process. Track leads from first contact to closed deal.

Lead Types

Categorize leads by how they came in: Demo Request, Download, Trial, Contact Form, Referral, and more.

Lead Tags

Organize and filter leads with flexible tags. Apply multiple tags per lead for better workflow management.

Custom Fields

Create custom fields to track information unique to your business - budget, timeline, decision criteria, or anything else.

Deal Flow

Track sales opportunities from first contact to close with visual pipeline management and AI-powered insights.

Deal Flow

Manage your sales pipeline with visual Kanban boards, customizable stages, and AI coaching. Key features:

• Visual Deal Boards - Drag-and-drop deals between stages
• Multiple Pipelines - Sales, Onboarding, Upsell, Renewal templates
• Multi-Contact Deals - Associate multiple leads with roles (Decision Maker, Influencer, etc.)
• Stage Automations - Auto-create tasks, send notifications, or trigger Ledo actions
• Ledo AI Integration - Create deals, move stages, and get coaching via chat
• Meeting Prep - Stage-specific talking points for deal contacts
• Forecasting - Weighted pipeline value and close date predictions
• Reporting - Funnel analysis, velocity metrics, and win/loss tracking

Ask Ledo: "Create a deal for Acme Corp worth $50,000" or "What deals are closing this week?"

AI-Powered Features (Ledo)

Focus Mode

Let Ledo run the day. Focus Mode transforms your dashboard into a streamlined, AI-guided workflow. Instead of seeing everything at once, Ledo presents one clear action at a time - the most important thing you should do right now. Complete it, snooze it, or move on. Perfect for staying productive without feeling overwhelmed.

Ledo Says (Daily Coaching)

Get personalized AI suggestions on your dashboard every day. Ledo analyzes your pipeline and offers actionable recommendations to help you close more deals.

Ask Ledo

Chat with your CRM data. Ask Ledo questions about your leads, pipeline, and sales performance. Get instant, data-driven answers.

Ledo Lookup

Research professionals using AI-powered web search. Find LinkedIn profiles, Twitter accounts, bios, skills, and more to pre-fill lead information.

Ledo Data Enrichment

Use AI to automatically research and add company information - size, revenue, industry, tech stack, and more.

Ledo Summary Generation

Generate AI-powered summaries of leads and their interaction history. Get context in seconds before calls or meetings.

Automations

LeadMachine automates repetitive tasks so you can focus on selling. Automations are triggered by tags, calendar events, and system rules.

Email Automation

Create automated email sequences that nurture leads over time. Set up welcome campaigns, drip sequences, and newsletters that trigger automatically when tags are applied.

Ledo Meeting Assistant

Automatically capture meeting notes from Google Meet. Enable Gmail scanning and Ledo finds your Gemini notes automatically - no need to invite anyone. Action items are converted to tasks and notes are linked to calendar events.

Auto-Cleanup & Rules

Built-in automations that run automatically to keep your pipeline clean. Spam leads are auto-archived daily, with more automations coming soon.

Scheduling

Public Meeting Booking

Let visitors book meetings directly from your personalized booking page. Ledo guides them through selecting a time and providing contact info. When someone books, LeadMachine automatically creates a lead, assigns a task, and sends you a push notification.

Prospecting

Discovery

Find new prospects using AI-powered search. Discover companies and contacts that match your ideal customer profile.

Outreach

SMS Text Messaging

Manage your CRM from your phone with two-way SMS powered by Twilio and Ledo AI. Key features:

• Lead Management - Update statuses, add tags, add notes, and create leads by sending a contact card
• Deal Management - Create deals, move stages, update values, link contacts, and close deals as won or lost
• Task Creation - Create tasks with due dates, priority levels, and linked leads using natural language
• Quick Reply - Reply with a number to instantly update a lead's status from assignment notifications
• Daily Recap - Morning summary of new leads, follow-ups needed, tasks due, and hot leads
• Natural Language - Just text what you need: "Move the Acme deal to Proposal" or "Add VIP tag to Sarah"

Integrations

WordPress Plugin

Install the LeadMachine WordPress plugin to capture leads from your website forms. Supports standard forms, Gravity Forms integration, and Blog Post Sync for automated AI-powered email newsletters from your blog content.

Webflow Integration

Connect your Webflow site to capture form submissions as leads and sync CMS blog posts for nurture email campaigns. Secure webhook-based integration with HMAC signature verification.

Shopify Integration

Connect your Shopify store for automatic customer and order syncing with real-time webhooks. Features include smart auto-tagging (Customer, Newsletter, VIP, High Value, New Customer, Abandoned Cart), RFM scoring with 7 customer segments, AI briefing engine, abandoned checkout tracking, auto-deal and auto-task creation, background enrichment, bi-directional marketing consent sync, embedded dashboard with inline editing, and a full Shopify welcome page with KPIs, segments, and persistent Ledo chat.

DecoNetwork Integration

Connect your DecoNetwork store to sync orders, products, inventory, and purchase orders. Includes dashboard with metrics, low stock alerts, and multi-store support.

Google Calendar

Connect Google Calendar to see your meetings and prepare for calls. Features auto-linking leads, Ledo Meeting Prep, dashboard widget, and one-click lead creation from attendees.

MailChimp Integration

Sync leads to MailChimp automatically. Build segments, send campaigns, and track email engagement.

Gravity Forms

Send Gravity Forms submissions directly to LeadMachine. Configure field mappings, add tags, and create leads automatically when forms are submitted.

Facebook Lead Ads

Connect your Facebook Business Page to receive leads from Lead Ad campaigns instantly. Automatic webhook delivery plus manual import.

LinkedIn Sign In

Sign in to LeadMachine with your LinkedIn account. Connect your LinkedIn profile from your account settings for quick, secure access.

LinkedIn Lead Gen Forms

Connect your LinkedIn Ad Account to receive leads from Lead Gen Form campaigns in real-time. Manage forms, track attribution, and send conversion events back to LinkedIn via the Conversions API (CAPI).

LinkedIn Conversions API

Send server-side conversion events from LeadMachine to LinkedIn Campaign Manager. Map CRM events like lead creation and deal wins to LinkedIn conversion rules for accurate ad attribution.

Company Management

Company Settings

Configure your company profile, default settings, fallback users, API access, and data preferences.

Account & Billing

Billing & Subscription

Pricing is $58/month per user with a 14-day free trial. Learn how to subscribe, use promo codes, and manage your account.

Support

Getting Help

Submit support tickets directly from LeadMachine. Choose from Bug, Suggestion, or Question categories. View your ticket history and track status changes with notifications. Report issues directly from error pages.

What's New

February 2026

Shopify Integration Revamp

• Smart auto-tagging - VIP, High Value, New Customer, and Abandoned Cart tags applied automatically based on purchase behavior
• RFM scoring - nightly Recency/Frequency/Monetary scoring with 7 customer segments (Champion, Loyal, New, At Risk, Lost, Promising, Average)
• AI briefing engine - proactive insight cards for milestones, buying patterns, re-engagement, and notable orders
• Abandoned checkout tracking with automatic tagging and recovery detection
• Auto-deal creation from new orders in your default pipeline
• Auto-task creation for first orders, high-value orders, abandoned checkouts, and refunds
• Background enrichment queue using Hunter.io and Google Places
• Bi-directional marketing consent sync between Shopify and email campaigns
• Incremental sync - only pulls changed data after the initial import
• Embedded dashboard redesign with KPI bar, briefing cards, customer slide-out panel with RFM data and inline editing
• Shopify welcome page with WoW KPI comparisons, plain-English trend interpretations, customer segment tabs (VIP Candidate, At Risk, Rising Star, One-and-Done), and persistent Ledo chat with saved history
• Richer order data - discount codes, referring site, source name, test order filtering, normalized line items
• App uninstall webhook for automatic connection cleanup

Deal Flow - Visual Pipeline Management

• Kanban board with drag-and-drop deal management
• Multiple customizable pipelines (Sales, Onboarding, Upsell, Renewal)
• Multi-contact deals with roles (Decision Maker, Influencer, etc.)
• Stage-based automations for tasks and notifications
• Deep Ledo AI integration - create and manage deals via chat
• Meeting prep with stage-specific talking points
• Pipeline forecasting and win/loss analytics

Automatic Gemini Notes Capture

• Gmail Scanning - Ledo automatically finds Gemini meeting notes in your inbox
• Zero setup required - just enable inbox access and notes appear automatically
• Smart deduplication - internal meetings handled correctly, no duplicate tasks
• Enable in Profile > Google Calendar > Enable Inbox Scan

January 2026

Public Meeting Booking

• Personalized booking pages - share your URL and let visitors book meetings
• Ledo-powered chat flow - conversational booking experience
• Automatic lead creation - every booking becomes a lead with task assigned
• Push notifications - get instant alerts when someone requests a meeting
• Add to Calendar - one-click to add meeting to Google Calendar from any task with a due date

Task Management Improvements

• Accordion-style task view - click to expand and see full details
• Deep linking - share direct links to specific tasks
• Multi-assignee support - assign tasks to multiple team members
• Inline sub-task and note management

Support System Updates

• Ticket categories - Bug, Suggestion, or Question
• View your tickets - new "My Tickets" tab
• Status notifications - get notified when tickets are updated
• Report from error pages - one-click issue reporting from 404/500 pages

Custom Error Pages

• Branded 404 and error pages
• Smart page suggestions on 404
• One-click issue reporting

Technical Documentation

SuperAdmin access only

Analytics & Event Tracking

GA4 event tracking configuration and implementation details.

Last Updated: February 2026