Filling in a lead from your notes
How to fill in a lead form from your notes, which fields autofill sets, how it matches accounts and contacts, and where your notes are processed.
Autofill reads the notes on a lead and fills in the rest of the lead form from them. The notes can be in any shape: call notes, a forwarded email, bullet points.
Autofill is included on the Grow and Scale plans, along with the rest of the pipeline. See Plans and limits.
Fill in a lead from your notes
Open a new lead with New Lead, or open an existing lead.
Paste or type your notes into the Notes panel.
Click Autofill from Notes.
If Billow can’t match the account or the contact, decide in the dialog whether to create them.
Check the filled-in fields.
Click Create Lead, or Save changes on an existing lead.
The lead isn’t saved until you click the button in the last step. Accounts and contacts you create in step 4 are saved straight away, even if you never save the lead. Autofill from Notes stays greyed out while the Notes panel is empty.
Fields autofill fills in
Field | What autofill puts there |
|---|---|
Project | A project name taken from the notes |
Account | An account already in your workspace that matches the company in the notes |
Person of Contact | A contact already in your workspace that matches the person in the notes |
Source | How the lead reached you |
Stage | Where the conversation stands |
Budget Range | The budget the notes mention, or I don’t know the budget yet if they mention no money |
Matching accounts and contacts
Billow matches the names in your notes against the accounts and contacts you already have. It doesn’t create new records on its own.
Only confident matches fill in automatically. If a name in the notes has no confident match, a dialog offers to create the account, the contact, or both. It pre-fills what it found in the notes:
Card | Fields |
|---|---|
Create a new account | Name, Address |
Create a new contact | Name, Email, Phone, Role |
Click Create & Fill to create the records and put them in the form. Click Skip to leave those fields for you to fill in. Nothing is created until you click Create & Fill.
Existing leads
On an existing lead, Billow shows “Autofill will only fill empty fields.” Autofill never overwrites an answer already in the form:
Project, Account and Person of Contact are filled in only if they are empty.
Source and Stage are never changed.
Budget Range is filled in only if the lead has no budget set.
On a new lead, autofill also leaves alone any Source, Stage or Budget Range you already changed yourself.
Processing and privacy
Billow runs your notes through a European AI provider (Mistral). Your notes stay in the EU.
If Billow can’t read the notes, you see “Could not analyze notes. Please try again.” The form stays as it was, and you can fill it in by hand.
