This guide follows one opportunity through the core Powerlily workflow: capture the lead, convert it to a project, design and price the system, send the proposal, complete the work, invoice the customer, and maintain the installed-system record.
Before you begin
Make sure your company has a default lead pipeline, at least one quote workflow, a usable product catalogue, utility and pricing data, and the appropriate team permissions. You can refine each area later; these basics are enough to complete a first project.
1. Capture or create the lead
Create a lead manually or accept one through a hosted form, embedded form, website capture, referral, CSV import, API, Lilypad, or Pericles. Confirm the contact information, address, source, intake channel, branch, and owner.
Move the lead through your company’s lead stages as the sales team qualifies it. Use comments, tasks, events, tags, and files to keep the activity attached to the opportunity.
2. Convert the lead into a quote and project
When the opportunity is ready for design and pricing, convert it to a quote. Powerlily keeps the original lead connected so attribution, setter credit, assignment, and acquisition history are not lost.
Select the appropriate workflow and starting stage. In Powerlily, the quote becomes the working project record used across design, proposal, operations, documents, scheduling, and billing.
3. Confirm the customer and site
Review the client name, email, phone number, project address, branch, and assigned team members. Confirm that the correct utility, rate structure, consumption information, and available imagery or survey data are attached to the project.
4. Build the system design
Open the 2D or 3D design tool and model the property. Create roof facets or another mounting surface, place arrays, apply setbacks, add obstructions, and choose the panel, inverter, storage, MID, optimiser, and racking products required by the design.
Review stringing, electrical compatibility, shading, annual production, and the design bill of materials. Save the design so its quantities and calculations flow back to the quote.
5. Price the project
Review panels, inverters, batteries, equipment, racking-generated lines, adders, deductions, incentives, financing, taxes, and quote options. Dynamic equipment quantities update from the saved design according to their pricing basis.
Check the utility savings assumptions and make sure the selected option reflects the system you intend to sell.
6. Prepare and send the proposal
Choose the proposal preset, theme, customer-facing content, terms, and required signature fields. Preview the live proposal and any generated document before sending it.
Powerlily can record delivery, opening, and signing activity. Once an option is accepted, the signed configuration becomes the project’s primary selection.
7. Hand the signed project to operations
Move the project into the appropriate post-sale workflow stage. Create tasks, events, document requests, Site Safety forms, and schedule blocks as required. Automations can notify staff and customers, create work, and move the project when signing or other milestones occur.
8. Generate engineering and field documents
Use the saved design to prepare the editable SLD, plan-set pages, equipment documents, production and shading reports, roof takeoffs, bills of material, images, and other exports needed by your process.
9. Schedule and complete the work
Assign crews and schedule survey, installation, inspection, or service work. Lilypad gives authorized field staff access to project context, tasks, documents, messages, site capture, safety forms, and status controls.
Keep the workflow stage and project status current so office staff, field users, automations, and the customer portal reflect the real state of the job.
10. Invoice and record payment
Create an invoice from the project value without re-entering the sale. Review line items, taxes, template, and payment schedule; then deliver the secure invoice link by email or SMS. Powerlily tracks sent, viewed, paid, and manually recorded payment activity on the customer and project ledger.
11. Create and maintain the installed system
After installation, create or update the installed-system record and connect the monitoring integration where supported. Keep equipment, production, service incidents, files, photos, conversations, and customer history attached to the long-term asset record.
What to automate first
- Assign and acknowledge new leads.
- Create follow-up tasks after proposal delivery.
- Stop proposal reminders when the customer signs.
- Notify operations and create handoff work after signing.
- Remind staff about overdue tasks or invoices.
- Respond to monitoring incidents for installed systems.
Where to go next
Use the focused Help Center articles for detailed instructions on lead management, workflows, catalogue setup, utilities, proposals, automations, invoicing, the client portal, and permissions.Related guides
- Creating Lead Forms and Capturing Website Leads
- Managing Leads: List, Board, Filters, and Insights
- Designing Your First System in 2D and 3D
- PDF Templates and the Proposal Builder
- Automating Your Workflow
- Invoicing, Payments, and Invoice Templates
