Tracking Lead Sources in Infusionsoft [Video Tutorial]

Hello, hello. Jeff Helvin here with Ballen Brands, and today I’m going to talk to you about tracking lead sources in Infusionsoft. There’s actually a couple of different ways. I’m going to show you two different ways to track lead sources in Infusionsoft. One’s a little more sophisticated, and another one is quite simple. It really just depends on your needs in your business.

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Man in red shirt with Ballen Brands logo is holding a computer that reads tracking lead sources in infusionsoftLet me go ahead and jump right in. The first option is under each contact, you’ll see a lead source field that’s already built into Infusionsoft as a standard field. You can choose from that drop-down box what those lead sources are. This is my Sandbox app, so it doesn’t have a lot of lead sources in here, but this list could actually get quite long and I’m going to explain that to you here in a little bit.

What it is, it actually becomes instead of a drop-down field, it becomes a type box, so I start to type in and it will predicatively give me results that match what I’m typing in. I’m going to show you how that works here in just a moment as well. To control these lead sources, we’re going to go under the Infusionsoft icon under marketing and click on Settings, and then from Settings, we’re going to click on Lead Sources.

This will actually show you here that sources that are already configured in the system. What I’m going to do here is do a new one. For example, let’s say maybe we’re doing some Facebook advertising. I’m going to show you how to do that here. I’m going to click on Add Lead Source. I’m going to type in Facebook. The description here is advertising. This is an optional field, but just wanted to kind of give you an idea, so advertising on Facebook. Seems a little redundant here, but that’s okay.

Category, now categories are a way for us to … This comes down to reporting whether or not you want to categorize things. If let’s say, for example, you’re going to do offline ads and you’re going to do online ads, and you really wanted to kind of put the two head to head and see what your better return on investment is. If that’s the case, you’re going to want to actually do and create categories for online, offline and so forth.

In here, there’s already a few already set up organic, paid, referral, for example. But again, if we wanted to categorize these in a way to better track our mediums, which is another field down here as well, then we’re going to specify this a certain way. There’s really no one right way to do this. It really just depends on how you want to pull the information out and what you’re looking for.

In this case, I’m not going to specify a category because I don’t need to. It’s just an example here. Then under Vendor, this would actually be where you can set up vendors in the system for who you’re actually paying. That’s the idea. It’s just kind of a way to track who’s receiving the money that you’re paying for this advertising.

Then there’s Medium. Again, medium could be set up instead of category, you could use medium to kind of give magazine or a newspaper, those are both considered prints, for example. You might also have a category of print, but the medium might be magazine or newspaper or vice versa. It kind of depends on how you like to track all that, but this gives you the option to do that in a very minute detail.

Then we have Message and Content, that’s another field that you can specify. We have the start and end date. This is a particular category. It’s only going to last … I’m sorry, a particular advertising campaign that’s only going to last a certain time. You can define that here as well. Then we have the option for the status to be active or inactive. If you make it inactive, it just means it still exists in the system, but no longer shows up in your actual lead source box, but active will make sure that it always exists there.

I’m going to go ahead and click on save. Now, once I’ve done that, it says that the lead sources have been added, you’ll see a tab here for expenses. This is really where the magic of the system comes in for tracking purposes. I can actually add an expense. Let’s say I’m spending $500 a month on Facebook ads. I can choose monthly recurring expense or I can do a one time expense if this is just going to be a one time effort.

I’m going to click on monthly recurring expense in this case. I’m going to give it a start date and we can give it an end date. If we do two months, then it will have a start date now, it will put $500 now and it will put $500 again in another month. So title would be monthly payment, amount we said was $500. I can add a note if I’d like. I’m just going to go ahead and hit save here.

Now you’ll see here that the start date was January 3rd and the end date is February 28th. So it shows this here, and it put a recent expense as of today for $500. You will see another expense show up here after February 3rd that will actually show up here and continue to build that out.

Now if I go back to the search results of my campaigns, you’ll see here that it entered an expense of $500. Here’s where the magic happens for the return on investment tracking that we’re looking for here. If I now go to let’s say one of my contacts, let’s say Tom Jones, and I pull up his record and I see right now he’s not attached to a lead source.

But if I go ahead and choose the one I just did, Facebook, and I save that, now any income that I make off of Tom Jones here, any income I make there is going to play a role into an actual return on investment, like an actual report that I can look at. As you can see, this is very detailed information that is fantastic to track.

What I find is that a lot of our customer base, especially if you’re in the real estate market, for example, the tracking of your actual payments don’t necessarily all go through Infusionsoft’s, their invoices and their payments. It’s more records that we keep as opposed to actual transactions that happen in the system.

While this is extremely effective for let’s say an eCommerce website, it’s almost a little overkill for general business matters, because we don’t always know or track our expenses. Whether we should or shouldn’t isn’t really the discussion here. It’s really whether or not we are tracking those expenses to that level.

The sphere of influence is another one. That could be an expense where I’m actively working my database. I’m taking people to lunch. Unless you’re going to really go in here and put in every transaction that you do toward nurturing a lead or getting them to close to business, you can imagine it’s going to get very … It’s not going to be up to date information anyway.

Although it’s a great feature, we actually personally don’t use that feature the same way. We do it more of a custom field style. I’m going to show you that as well. Before I do that, I want to show you one other example. When that list becomes very long, it changes from a dropdown box into a type box.

From here, if I started to type in A, for example, it’s going to pull in any different source that starts with an A. It’s very nice obviously when you have a lot of sources. The reason why we have so many sources is because we’re very active in online lead generation. These are all actually automatically created.

What happens here is that anytime a new lead comes in from a referring source, from a referring webpage into our system, it creates a new lead source if it’s different. As you can imagine, this list gets very, very long and it’s a little hard to maintain to be honest. We don’t actually actively use this lead source option because of that particular reason.

With that being said, I’m going to show you how we do use or how we track our lead sources to be just a little more precise in what we’re doing, and gives us the information that we need without all of the additional fields that some might use, but we don’t in our case. What we’ve done is we’ve actually created a custom field. Custom fields, I go over in another video if you’d like to watch that.

The custom fields, we control this. We control where these fields or which fields show up in this particular dropdown box. We like to use this one because ultimately we’re not necessarily looking for a return on investment report, depending on how we track our expenses and advertising expenses, we’re actually just looking for how many deals have I closed from this source versus that source, versus that source.

What we’ve done is we’ve created this dropdown field that we simply select where they came from. In this case, it’s sphere of influence or Facebook ad or just general Facebook. These are different things that I can select. Once I do that, and I hit save, then this is now defined as where they actually came from.

In order to edit this source field or even create it in the first place, we go under the Infusionsoft icon, click on Settings, and then we’re to go here for set up custom fields for the contacts, so hit go. These are all the custom fields that I’ve selected. In this case, the original source is one that I’ve already set up. I’m going to hit edit and then I can just define, simply define here any different value that maybe I haven’t already set up.

In this case, I’ve already got them all set up the way I want. This list will not grow automatically. It’s only going to grow if I add more to it. We like having a little more control. It’s nice the automation that Infusionsoft does for the other lead source field, but we like this because it helps us keep a little more organized and keep things a little cleaner in our data.

Okay, so once I add that, I click save field, and any edits or updates that I’ve made to that are going to be of course passed through to the field. That’s how we use it. Now, on the reporting side of things, there’s a couple of different ways that we can do that. We actually can do simply a search. I can actually do a new search in Infusionsoft. Let’s say an advanced search, and I want to say any of my custom fields from let’s say the active range source.

Now, in this case I’m not going to have anybody attached to anything because this is a Sandbox app that we use. But if that’s the case, and I’m just going to go ahead and click search and I can see how many active or how many contacts are assigned to that particular lead source. More advanced reporting, we actually use a third party plugin that we use called ClicData. We pull in information that helps us track our sales volume, our number of leads generated, and so forth.

That’s not a feature that’s built into Infusionsoft. Infusionsoft has very specifically built in a lead source using their lead source box the ability to run reports on expenses and return on investment. So again, a very useful function if you are diligent about keeping that list of sources accurate and refined, and if you’re diligent about adding your expenses.

If you’re not, if that’s not how you run your business and you think that might be a little too complicated to keep up with, well then we might recommend instead of using the lead source here on the actual contact, that you might want to use a lead source under our custom fields, and in our case, under our tracking tab.

I hope this has been helpful. It doesn’t answer every question. Sometimes it raises even more questions, but if it does, please feel free to reach out to us at That’s T-E-A-M, and we’ll be happy to help.

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