Enquiry Conversion Tracker

Article Contents

1. What This Report Is For
2. Where To Find It In Hiro
3. Permissions and Access Levels
4. Filters Overview
5. Spreadsheet Output: Layout and How To Read It
6. Management Summary: What This Report Tells You

What This Report Is For

The Enquiry Conversion Tracker helps you analyse the “front end” of your pipeline, from enquiry creation through to conversion into a job. It brings together scope value, pre-conversion effort, ongoing effort, and recency of activity to give a clear picture of how enquiries are progressing and where time is being invested.

Common ways teams use it:

• Conversion health
  See which enquiries convert and how often work begins before conversion, including cases where time is being recorded early.

• Cycle time insights
  Compare Date Initial Contact to Conversion Date to understand how long enquiries typically take to convert and to set realistic expectations around follow-up timing.

• Scope value vs effort invested
  Use Quoted/Budget alongside Total Timesheets to assess whether the proposed or agreed scope aligns with the level of effort being applied.

• Pre-conversion effort visibility
  Use Pre-Job Effort ($) to understand how much charge-value work is being recorded before a job is formally created, particularly on enquiries that take longer to convert or do not proceed.

• Work investment vs outcome
  Use Total Timesheets and Most Recent Timesheet to spot enquiries that are consuming time but stalling.

• Dormant pipeline review
  Identify enquiries or jobs with no recent activity, especially those last worked on more than 12 months ago (highlighted in the export).

• Rejected or archived learnings
  When running the report for archived or rejected items, review who closed it and why to improve qualification and follow-up.

This report exports to an Excel spreadsheet designed for filtering, sorting, and sharing internally.

Where To Find It In Hiro

1. Go to Financial

2. Within Project Reports, select Enquiry Conversion Tracker

Permissions and Access Levels

What you can see (and which filters you can use) depends on your access level.

Ordinary Users (Standard Access)

You can run the report for:

• Enquiries where you are the Captain
• Jobs where you are listed as a Captain (for any department you captain)

Filter visibility impact:

• The People filter will effectively be limited to your own projects, even if the dropdown appears.
• Client-based filtering is only permitted where you have access to at least one project for that client group.

Users Who Manage Others (Team Managers)

If you have direct reports in Hiro, you can run the report for:

• Your own enquiries and jobs, plus
• Enquiries/jobs captained by members of your team

Filter visibility impact:

• The People filter includes:
  • My projects
  • My Team
  • Any additional groups Hiro permits you to access (based on your org setup)

Privileged Users (Elevated Access)

Privileged users can run the report across the organisation (subject to your tenant configuration). In Hiro, this includes:

• Global Administrators
• "Access financial reports and analyses" privilege

💡 Learn more about how to configure privileges in this article.

Filter visibility impact:

• Full access to broader People selections
• Client filtering is not restricted to only clients you have projects under
• You can generally report across departments/branches without being limited to your own or your team’s projects

Tip: If you select projects or people you do not have permission to report on, Hiro will block the export and show an error explaining what is not permitted.

Filters Overview

The report is configured on the Enquiry Conversion Tracker page before export. Filters may appear or behave differently depending on your permissions.

Organisational Filters

These filters narrow results across the business.

Department

• For this report, department filtering applies to jobs (because departments are job-specific).
• Enquiries are not department-based, so they are not filtered by department in the same way.

Branch

• Applies to enquiries and jobs, but the underlying logic differs:
  • Enquiries filter by the enquiry’s branch field
  • Jobs filter by branch via the job’s department records

Visibility notes:

• If your business operates under a single department or branch, these filters are hidden to keep the report interface clean and simple.

Project Filters

Project Status

• All
• Active only
• Archived/rejected only

This filter affects both:

1. Which projects are included, and
2. Which columns appear in the spreadsheet output (details below).

Project Type

• Allows selecting one or more project types.
• Works for both enquiries and jobs.

Captain (People Filter)

• Allows restricting results to projects where the captain matches selected users.
• What you can select depends on your permission level (ordinary, manager, privileged).

Client Filters

Client

• Filters to projects where the Billing Entity belongs to the selected client “family” (parent, the selected contact, and related child records as applicable in your address book structure).
• Non-privileged users will only be allowed to run this filter if they have access to at least one project under that client group (either they captain it, or it is captained by someone in their team).

Client Industry

• Restricts results to billing entities in the selected industries.

Date Filters

Restrict to a date range (Initial Contact Date)

• When enabled, the report filters by Date Initial Contact within the selected date range.
• This is useful for pipeline analysis across a specific month, quarter, or financial year.

Spreadsheet Output: Layout and How To Read It

The Enquiry Conversion Tracker exports as a single Excel worksheet designed for scanning, filtering, and internal review.

Each row represents either:

• an enquiry that may still be open, rejected, or not yet converted, or
• a job created from an enquiry

This combined view makes it easy to compare enquiries that converted with those that did not, alongside the time and effort invested.

Core Identification Columns

These columns help identify what the row relates to and where it sits in the system.

Conversion and Ownership Details

These columns explain who owns the work and how the enquiry progressed.

💡 Conversion-specific fields will be blank for enquiries that have not yet been converted.

Budget and Scope Visibility

These columns explain who owns the work and how the enquiry progressed.

💡 This value is only populated where a Work Schedule exists. To understand how budgets are structured and calculated, see What is a Work Schedule?

Effort and Activity Tracking

This section is key for understanding where time is being spent and whether progress is occurring.

How Pre-Job Effort ($) is calculated

Pre-Job Effort ($) shows the total charge value of timesheets that Hiro treats as occurring before a job was created.

• It is calculated only for job rows (it is blank for enquiries).

• The cut-off point is the earliest conversion date and time for the job.

• A timesheet is included if:

  • its date is before the conversion date, or

  • it falls on the conversion date and its finish time is earlier than or equal to the conversion time, or

  • it falls on the conversion date and no finish time is recorded.

❗️ Important: This is a practical indicator. Backdated timesheets or missing finish times can affect the result.

Archived and Rejected Enquiry Fields

When the report is run with All or Archived/rejected only selected under Project Status, the following additional columns appear:

Notes:

• These fields apply to enquiries.
• For job rows, these columns will appear but remain blank.

Management Summary: What This Report Tells You

The Enquiry Conversion Tracker provides a clear view of how effectively your business turns enquiries into billable work, what value those enquiries and jobs represent, and how much charge-value effort is being invested before and after conversion.

At a high level, it helps answer:

• Are we spending time on the right enquiries?
  By combining Quoted/Budget, Total Timesheets, and Pre-Job Effort ($), the report highlights where effort is being invested early, and whether that investment is proportionate to the likelihood or value of conversion.

• How healthy is our pipeline really?
  Seeing unconverted enquiries alongside converted jobs, with their scope value and effort signals, shows whether activity is translating into meaningful work or simply creating noise.

• How long does conversion typically take?
  Comparing initial contact dates to conversion dates helps set realistic expectations around sales cycles and follow-up timing.

• Where are things stalling?
  The most recent timesheet indicators quickly surface dormant or neglected enquiries and jobs that may need a decision rather than continued effort.

• What can we learn from rejected enquiries?
  Reviewing rejection reasons over time helps improve qualification, scope definition, and client selection.

Used consistently, this report supports better decision-making around pipeline focus, scope quality, staff effort allocation, and enquiry qualification, rather than relying on gut feel or anecdotal updates.