Facebook Lead Ads flow in automatically and route to the correct workspace by connected Page. Phone calls, referrals and yard signs get entered once, with their source recorded, so you can tell later what actually produced work.

Automatic Facebook Lead Ads intake, routed by Page
Manual lead entry with source, contact details and intake notes
Lead status and stage, defined by your business
Follow-ups and next actions attached to the lead
Full activity history on every lead record
Intake state tracked: received, processing, created, failed, rejected
Failed intake can be retried or replayed instead of lost

Example · lead record

Leadfacebook

1408 Ridgeview Ct Rear yard drainage · standing water after rain

Follow-up setToday 8:12a

Source: Facebook Lead Ad — "Yard Drainage — Metro"
Routed to workspace: Ridgeline Outdoor Co.
Assigned to: Garrett M.
Next action: call back before 5:00p

02 · Customers & properties

A customer is a structure, not a row

Most CRMs flatten a household or a property manager into one contact line. ScapesHQ keeps clients, contacts, companies and properties as separate records that link together, so the real relationship survives contact with reality.

Clients, contacts, companies and properties as connected records
Multiple contacts on one client — the caller and the signer
Multiple properties under one client or company
Property-level history that outlives a name change
Relationships between records, not duplicated rows

Example · relationship

Company — Ridgeview Property Group
Client — Whitfield household
Contacts — Dana Whitfield (calls), Marcus Whitfield (signs)
Properties — 1408 Ridgeview Ct · 22 Cedar Bend · 905 Fern Hollow
History — 3 projects, 5 proposals, 1 open job

03 · Projects & jobs

The pipeline is your pipeline

Projects are opportunities moving through stages you define. Jobs are the work being performed. Both stay tied to the customer and property they came from, and stage changes are kept as history rather than overwritten.

Business-defined pipeline stages
Stage history recorded on every project
Projects linked to the client, contacts and property
Jobs with job details and job cost items
Board, table and detail views of the same records

Example · project

Stage 4 of 6Residential drainage

New lead → Site visit → Estimating → Proposal out → Won → Complete
Stage changed by Garrett M. · Sep 2, 9:41a
Job cost items: 148 LF trench drain, 2 catch basins, haul-off

04 · Estimates & quotes

Price it once, reuse it forever

Estimates are built from sections and line items, and saved templates mean the fifteenth trench drain doesn't get rebuilt from a blank page. Totals and scope carry straight into the proposal.

Estimate sections and line items
Reusable estimate templates
Pricing totals calculated on the estimate
Scope information carried into the proposal
Quotes tracked alongside the project they belong to

Example · estimate

Estimate$14,280

SHQ-2026-0061 1408 Ridgeview Ct — rear yard drainage + regrade

Ready to sendSep 2

Section A — Excavation & grading
Section B — Drain line, 148 LF at 1% fall
Section C — Catch basins and outlet
Section D — Restoration and sod

05 · Proposals & signing

Sent, opened, signed — and you can prove it

A proposal goes out with options and attachments to a review page built for a homeowner on a phone. Delivery is tracked, so an ambiguous or failed send gets reconciled instead of firing a second email at your customer.

Proposal options the customer can choose between
Proposal templates and attachments
Customer-facing review page for homeowners
Acceptance and signature evidence stored on the record
Send history tracked per proposal
Failed or ambiguous delivery reconciled, never blind-resent

Example · proposal

Proposal$14,280

1408 Ridgeview Ct 2 options · opened 2h ago

Awaiting signatureSep 2

Option 1 — Full system with regrade
Option 2 — Drain line only, phase two deferred
Attachments: site photos, scope sheet, material spec
Delivered via Postmark · opened Sep 2, 4:18p

06 · Activity & notifications

A record you can settle an argument with

Lead events, status changes, proposal actions, operational events and system automations all write to one central timeline. When somebody asks what happened on a job, you look instead of guess.

Central activity timeline

Permanent records of the actions that matter, across leads, customers, projects and proposals.

Automatic event capture

Important user actions and system automations generate activity records without anybody remembering to log them.

Team notifications

Notification rules and delivery so the right people hear about the events that need a response — including through Slack.

07 · Team & workspace

Four seats, one set of records

Every company runs inside its own isolated workspace, with roles that decide what each person can reach.

Owner

Workspace, team, integrations, business settings and account lifecycle.

Admin / Manager

Leads, customers, jobs, proposals, integrations and team workflow.

Sales

Leads, follow-ups, estimates, quotes and proposals.

Office

Customer records, documents, scheduling-related workflow and operations.

Team invites

Invite staff into the workspace and set their role; membership can be made active or inactive.

Business settings

Workspace identity, currency, and estimate and proposal settings live with the business.

Workspace isolation

Each company's data stays in its own workspace, with safeguards against any cross-workspace action.

08 · Data & controls

Your data, and a door that opens outward

Safeguards run underneath the product, and the controls that matter belong to the owner rather than a support queue.

Operational safeguards

Protection against duplicate processing
Protection against conflicting operations
Protection against unsafe retries
Protection against cross-workspace actions
Encrypted storage of integration credentials

Owner controls

Data export
Personal account closure
Workspace closure, which blocks future activity
Automatic shutdown of connected integrations on closure
Facebook Page disconnect and connection cleanup

Full list

Built vs. reserved

An as-built, not a rendering. Reserved means the database structure exists but there is no feature to show you yet — we would rather you know that now than find out after signing.

System	What it covers	Status
Workspaces & teams	Multi-business workspaces, roles, invites, active/inactive membership, ownership	Built
Leads	Intake, source, status/stage, follow-ups, activity history	Built
Customers & relationships	Clients, contacts, companies, properties and the links between them	Built
Projects	Pipeline stages, stage history, related activity	Built
Jobs	Job details, project and customer association, job cost items	Built
Estimates & quotes	Sections, line items, templates, pricing totals, scope	Built
Proposals	Options, templates, attachments, send history, homeowner review, signature evidence	Built
Activity events	Central timeline of lead, status, proposal, operational and automation events	Built
Notifications	Notification rules and delivery, including Slack	Built
Facebook Lead Ads	Page connect, selection, routing, health monitoring, disconnect, lifecycle	Built
Data controls	Export, account closure, workspace closure, integration shutdown	Built
Invoicing	Structure reserved; no feature shipped	Reserved
Payments	Structure reserved; no feature shipped	Reserved
Time tracking	Structure reserved; no feature shipped	Reserved
Job actuals	Structure reserved; no feature shipped	Reserved
Pricing rules	Structure reserved; no feature shipped	Reserved
Custom fields	Structure reserved; no feature shipped	Reserved
Playbooks	Structure reserved; no feature shipped	Reserved
SMS & communications	Planned	Reserved

Bring a live lead to the walkthrough

Connect your Page, take one real inquiry from intake to a sent proposal, and look at the activity record it leaves behind. Twenty minutes, no slides.

Book a walkthrough