Subscription Tier: Starter, Pro
Your Apex Rental Pro account can capture leads and customer responses from two places outside the app: the website you built with the Website Builder, and the quote-response links customers click in the emails you send them. Both funnel into a single alert system on your dashboard so nothing falls through the cracks.
Any visitor to your Apex-built public website can fill out the contact / quote-request form. When they submit:
- A new Website Lead is created in your account.
- A New Lead alert appears on the dashboard with the visitor's name, contact info, and what they asked about.
- If email notifications are enabled, you get an email too.
Each lead captures:
- Name, phone, email
- Event date (or service start date) if they picked one
- What they're asking about — rental items, service type, or a free-text message
- Referral source (if the form asked)
- Submission date and time
From the lead:
- Click Convert to Quote.
- A new quote is pre-filled with the customer's contact info and any items they selected on the form.
- Add pricing, packages, and any extras.
- Save and email the quote to the customer.
The lead is marked as Converted and linked to the quote so you can see the full history later.
Not every lead is real — sometimes it's spam, a wrong number, or someone who can't be served. Click Dismiss to archive the lead without creating a quote. You can always find dismissed leads under the Archived Leads filter.
When you email a quote to a customer (Pro feature), the email includes a private link. The customer can click it and respond directly from their inbox:
- Accept — "Yes, I want to book this."
- Request Changes — "Looks good but can we talk about dates / pricing?"
- Decline — "No thanks."
Each response triggers a dashboard alert so you know exactly where every open quote stands.
From their email link, customers see a clean, branded quote summary with:
- Line items and pricing
- Event dates
- Your business contact info
- Three response buttons and a comment box
They do not need to log in or create an account.
On your dashboard, the Quote Responses alert lists:
- Customer name
- Quote number and event date
- Response type — Accepted, Change Requested, Declined
- Their comment (if they left one)
- A View Quote button that jumps you straight to the quote
When a customer accepts:
- Open the quote from the alert.
- Click Book.
- Confirm the event date and any final details.
- The quote becomes a booked event on your calendar.
The customer automatically receives a confirmation email.
(Lawn Care profile only)
If you run a lawn-care business and have enabled customer portals, portal requests show up in the same dashboard alert area:
- Skip next visit
- Add a one-time service
- Change preferred day
- Question / general message
Approve or reschedule from the alert to keep routes in sync. See Lawn Care.
All three alert types share the same visual style on the dashboard:
- A colored card at the top of your dashboard
- A count badge showing how many new items need attention
- A list of the 3–5 most recent
- A View All link to the full list
Click the x on any card to dismiss the current batch — it'll repopulate when new items come in.
Each alert type can send an email to your business address on arrival. Toggle them under Settings → Notifications:
- Email on new website lead
- Email on quote response (Accept / Change / Decline)
- Email on portal request (lawn-care)
Emails are a courtesy — they don't replace the dashboard alert, so even with email off you'll still see the lead inside Apex.
- Leads only come from websites you built with the Apex Website Builder: A contact form on a WordPress site or Wix site won't route to Apex unless you wire it up specifically. If you use a third-party site, you'll need to forward leads manually or email them to yourself.
- Quote response links are one-click — share them carefully: The private link in a quote email lets the recipient accept, change, or decline without logging in. If your customer forwards that email to someone else, the forwarded recipient can respond too. Don't share quote links publicly.
- Accepting a quote doesn't book the event by itself: The customer clicks Accept, which creates an alert. You still have to click Book from inside Apex to put the event on the calendar. This is intentional — it lets you sanity-check dates and availability before locking it in.
- Dismissed leads aren't deleted: Dismiss moves a lead to the archive, it doesn't erase it. You can revisit archived leads later. To truly delete, open the lead and click Delete Lead.
- Spam filtering is basic: Obvious spam (blank forms, repeated submits) is blocked automatically. Clever spam occasionally slips through. Dismiss it and move on; there's no need to flag each one.
- Responses older than 60 days roll off the dashboard: The alert card only shows recent activity. Historical quote responses are still visible on the individual quote's page indefinitely.