⭐️ Pipeline is a new Add-On Feature available to Grow subscribers ⭐️
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When a lead is marked as won, it isn't always a brand-new project—often, it’s an extension of work for an existing client. Instead of creating a duplicate project, Monograph allows you to link these leads directly to an active project. When marked as won, the new phases, budgets, and consultants automatically merge into your existing project.
How to Create or Link an Extension Lead
You can designate a lead as an "Add Service" or project extension from three different places in Monograph.
A. Creating a New Lead (Pipeline or Smart Inbox)
When creating a new lead manually or from the Smart Inbox, you will see a new option in the creation form:
"This work extends an existing project" Checkbox.
Project Selection: When checked, you must select the active project from the dropdown to submit the form.
B. Modifying an Existing Lead
If you’ve already created a lead and later realize it should be an extension, you can easily change this on the Lead Details page:
Navigate to the lead details page > Click Edit.
Select the This work extends an existing project checkbox.
Select the existing project you want to link it to.
Save the changes.
What Happens When the Lead is "Closed-Won"
Once you mark an extension lead as Closed-Won, Monograph pushes the elements directly into the existing project rather than creating a duplicate project.
Phases & Timeline Alignment:
All planned phases from the lead are added to the existing project. Monograph uses the Lead Start Date as the anchor for the first new phase's start date, adjusting subsequent phase timelines accordingly.
Timesheets & Expenses Transfer:
Any logged time entries and pre-existing expenses from the lead are automatically moved to the newly created phases within the existing project. Past invoices on the existing project remain completely unaffected.
Consultant Integration:
New consultants assigned to the lead are added to the project.
Note: To prevent duplicates, the system will flag if you attempt to assign the same consultant with the exact same consultant type to two identical phase-consultant workflows.
Important Rules for Expense Budgets
To prevent data mismatches, Monograph ensures that the expense budget type (Project-level vs. Category-level) matches between your lead and your target project.
Scenario | System Behavior |
Project already has expenses, and you are adding them to the Lead | You will only be allowed to add expense budgets to the lead that match the project's existing type (Project-level or Category-level). Incompatible options will be locked. |
Lead already has expenses, and you are trying to link it to a Project | You will be blocked from linking the lead to any project that uses a different expense budget type. Incompatible projects will be grayed out in the dropdown. |
⚠️ Missed the Link? If you forget to check the "Extension" box and mark the lead as "Closed-Won", Monograph will create a new, separate project. If this happens, you will need to manually adjust the phases, as the automated merge can only occur before the lead is won.
Viewing Linked Leads on the Project Page
Once a lead is successfully merged, you can track your project's growth over time directly from the Project Overview page.
Navigate to the Leads linked card accordion in the bottom-right panel. Clicking any of these links will take you directly back to the original lead's historical details
