Overview
When a lead is ready to move forward — they have said yes to working with you, or you are ready to send a proposal — it is time to create a Project for them. In Wedy Pro, a Project is where you manage the entire client relationship: send Smart Documents (proposals, contracts, invoices), track tasks, and collaborate with your team. Whether the lead came from an embedded Lead Form on your website, a direct inquiry through the Wedy App marketplace, a CSV import, or was added manually — the conversion process is the same.
Time to complete: 2–5 minutes.
Make sure you have completed your Wedy Pro onboarding before managing leads. If you have not finished onboarding, the Leads page displays sample data and does not allow you to create or manage leads.
When to convert a lead to a project
Not every lead needs to become a project right away. Here are the signals that a lead is ready for conversion:
The client has confirmed interest — They have responded to your emails, attended a discovery call, or expressed intent to book your services.
You are ready to send a proposal or contract — Smart Documents (proposals, contracts, invoices) live inside Projects, so you need a project before you can send one.
You want to manage the full relationship — Projects give you a central hub for documents, tasks, financials, and team collaboration for the event.
If a lead goes cold or is not a good fit, you can mark them as Inactive on the Leads page instead of converting them. This keeps your active pipeline focused on real opportunities.
How to convert a lead into a project
Wedy Pro does not have a one-click "Convert" button on the Leads page. Instead, you create a new project and manually link the lead's contact information. Here is the workflow:
Navigate to Leads in the CRM section of the sidebar.
Find the lead you want to convert. Use the search bar or scroll through your leads list.
Click on the lead's row to open their detail view.
Review the lead's information in the Edit Contact tab — confirm the name, email, and any other details are accurate before proceeding.
Navigate to Projects in the CRM section of the sidebar.
Click the Create button on the Projects page to start a new project. Enter the lead's contact details — or, if the project creation form offers a contact search, find your lead by name or email to link them.
Once the lead is associated with a project, their contact information becomes accessible from within the project.
What carries over
When you associate a lead with a project, the following information connects to the new project:
Contact details — The lead's name, email, phone number, and mailing address carry over to the project so you do not need to re-enter anything.
Communication history — Emails exchanged with the lead through the Communication tab on the lead's detail page remain on the lead record. You can reference them by navigating back to the lead.
Notes — Any private notes you added to the lead remain available on the lead's Notes tab for reference.
Organization — If the lead belongs to an organization — such as a venue or planning company that referred them — that association stays intact, helping you track referral sources across your business.
The lead record itself remains on the Leads page. It is not deleted when you convert — it stays as a reference point in your CRM.
What to do with the lead after conversion
After associating a lead with a project, consider updating the lead's status on the Leads page. Each lead has an Active or Inactive status toggle:
Mark as Inactive — If the lead has fully converted and you no longer need them in your active pipeline, toggle their status to Inactive. This keeps your Leads page focused on prospects who still need follow-up.
Keep as Active — If the lead is associated with a project but you are still in early discussions or awaiting a signed contract, you may want to keep them Active until the booking is confirmed.
To change a lead's status, click on the status badge in the leads list and select Active or Inactive from the dropdown — the change takes effect immediately.
Setting up the new project
After creating the project and associating the lead, take a few moments to configure the project for a smooth workflow. Within the project, you can:
Set the project stage — Place the project in the right pipeline stage to track where the client stands in your workflow.
Add tags — Categorize the project for easy filtering — for example, by event type or season.
Track lead source — Record where this lead originally came from so you can understand which marketing channels bring the most business.
Add team members — If you are on the Elite plan and working with a team, bring collaborators into the project.
For a full walkthrough of project setup, see Managing Projects in Wedy Pro.
Next steps after conversion
With your project created and your lead associated, here is what you can do next:
Send a proposal — Create a Smart Document proposal directly from the project. AI can help draft your proposal content to save time.
Send a contract — Lock in the booking with a contract that supports e-signatures. Customize it with your terms, vendor guidelines, and payment schedule.
Create an invoice — Set up payment collection with a professional invoice. Accept credit card or bank transfer payments. Processing fees apply: 2.9% + $0.30 per credit card transaction, or 0.8% capped at $5 per bank transfer.
Set up automations — Navigate to Automations in the sidebar and create workflows that trigger on project stage changes. For example, automatically send a follow-up email when a project moves to a new stage or create a task when a contract is signed.
Tips
Convert leads as soon as they confirm interest. Moving them into a project early means you can start sending professional documents immediately.
After conversion, mark the lead as Inactive on the Leads page to keep your active pipeline clean and focused on prospects who still need outreach.
Use lead source tracking consistently across all your projects. Over time, this data reveals which channels — your website, social media, referrals, the Wedy App marketplace — drive the most revenue for your business. See Track Where Your Leads Come From for setup instructions.
Set up an automation that triggers when a project stage changes — this can automatically send a follow-up email if the client has not responded within a few days.
Frequently asked questions
Does converting a lead delete the original lead record?
No. The lead record stays on the Leads page. You can still view and edit the lead's contact information from the Leads page at any time.
What if I created a project by mistake?
Leads and projects are independent records. If you created a project by mistake, you can remove it without affecting the lead. The lead will remain untouched on your Leads page.
What if my lead came from a Lead Form submission?
The conversion process is the same regardless of how the lead entered your CRM — whether they came from an embedded Lead Form on your website, a CSV import, the Wedy App marketplace, or manual creation. All their information carries over to the project.
What if my lead came from the Wedy App marketplace?
Leads that originated as marketplace inquiries on the Wedy App follow the same conversion process. You can check the Messages section under the Marketplace sidebar for any marketplace conversations before or after converting the lead into a project.
Can I attach multiple leads to one project?
Projects support associating contacts with the event. Refer to Managing Projects in Wedy Pro for details on managing project contacts.
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