Part of the sales best practice when managing sales processes that take a longer time or require input from several people or require intense Account Management is to upgrade Leads to full “Opportunities”. These Opportunities hold much more information about the sales cycle you may follow and show the history and process you follow over (potentially) many months. As you will have seen from CRM / Leads, it is possible to manage simple sales all the way from prospects to Leads to Sales Orders. However, “CRM / Opportunities” is a sophisticated way to manage more complex sales and allows you to track and report on sales in progress in a very detailed way.

CRM Opportunities List view

  • To open the CRM / Opportunities list view click on CRM and then on Opportunities from the left menu OR you can select “Opportunities” from your CRM Coversheet. As per the picture below, the standard first view will show CRM Opportunities that are both Closed and Open status.

  • This list can be arranged to show a smaller or a larger amount of information as you choose. Click on the  Menu to select what you want to show in your list.

  • As per every list view in Trivaeo modules, you may click on the blue writing of the Opportunity name to open to view all information or you may click on the pencil mark at the right-end of the row to open to edit.

  • In the picture above you will see a mixture of Opportunities that are different status. Some are Open at a particular stage of the sales cycle. Some are closed.

Opportunity Stages

  • See Administration / CRM Admin / Sales Opportunity Stages Admin to set up pre-set opportunity stages inside your own opportunity processes. For example: You may decide to have a separate process to manage opportunities for “new Business” and another for “upgrades”.

  • There are three stages of an opportunity when it will automatically be shown as “Closed”: Firstly, if the Opportunity / Sale has been won and it has migrated to an order. Secondly, if you show the Opportunity as “Lost” and you show a reason for the loss, it will show as status closed. Finally, you may choose the status of an opportunity to be “Dormant” and this will also show as “Closed”.

The process to close an opportunity to create an order

  • The process built in to the CRM is that when an order reaches status “100% – Closed / Order” the order becomes closed and other automatic options become available to you.

  • This is why in the CRM / Administrator / Sales process stages, we say that EVERY process must have at least one “100%” stage. It makes sense. An opportunity will be won or lost (if status dormant is not chosen). So, when 100% certainty / probability is reached, the CRM system will offer you two more choices:

  1. “Do you want to create an Order?”

  2. “Do you want to create an Invoice?”

  • Answering “yes” to either of these questions will take you through the pre-set process and make sure all of the negotiated terms and all of the pricing, discounts, names, addresses and other details follow you and are pre-filled. This feature saves hours of time when followed successfully.

Re-Opening Closed Opportunities

  • In the picture above you will see a few Opportunities that have status as “closed”. However, they can also be re-opened into an edit form by clicking on the arrow button marked in picture below.

  • Re-opening opens the Opportunity in Edit form. See Editing an Opportunity below.

  • You may also delete any opportunities you no longer want to keep. This will permanently delete this information, so be careful.

Creating an Order from an Opportunity

  • This may be done from the Edit form, or, you can quickly upgrade an opportunity to a Sales Order, by clicking on the drop-down arrow next to the edit pencil mark on right-end of list row.

Re-occurrent Opportunities

  • If your business deals with lots of sales opportunities that happen regularly (for example) each month, but still need to be managed this way, you can create a recurring Opportunity template by clicking on the drop-down arrow at the end of an open opportunity row in list view. Opportunities that happen automatically, can also be set to CLOSE automatically at a set time. This is handy if you have sales that need to be forecast only as and when the client renews or when the money is due.

  • There is no limit to the number of opportunities that can be set as recurring this way.

Opening this form enables you to set recurrence as Monthly, Quarterly or Annually, with or without a set end date (great to work hand-in-hand with Trivaeo contracts Management).

Starting a new Opportunity

  • A new Opportunity can either be “upgraded from a lead” – See CRM / Leads. This is advisable as the “Lead” information will follow and you will not need to re-type or select information already done. Remember this is a process, not a load of separate records.

  • Or it can be created fresh by clicking on the top right button “Add New”

Editing an Opportunity – Billing

Click on the edit button on the pencil mark at the end of row from list view

  • Note every Opportunity must have a unique name given by you. It cannot be the same as any other.

  • The system can also be set up to auto-number each opportunity. This is done in Administration, see CRM / Administration.

  • Opportunities also enable you to track WHEN and HOW MONEY will come. The billing process can be left as standard and then requires no more input

  • However if you select a bespoke type of billing method (see picture and square annotation above), you will be asked to enter the billing process you will use.

  • Billing processes are pre-set for selection here in CRM / Admin / Billing

  • Any billing process shown here will automatically adjust the amount invoiced if you upgrade this opportunity to a sales order and opt to use the Invoice function.

Editing an opportunity – Sales Processes

  • The picture below shows the drop down from any particular sales process you have already pre-set in the CRM / Administration / Sales Process

  • It is possible to pre-set any number of different processes for salespeople to follow.

  • Once a particular process is chosen, the pre-set stages to that process and the approximate “percentage of sales certainty” are shown.

  • Note: It is sales best practice, when forecasting potential sales to show only the percentage of the revenue in reports. For example: If you are forecasting a $100 and it is at a very early stage (anything might happen from here), you might decide to make the probability as just 10%. If you do this, then, in the reports, the revenue forecast from this opportunity will be just $10. This amount will increase as you progress through your own process until a sale (100%) is shown or a loss (0%) is shown.

  • Note, only reports in CRM that are shown as “weighted” will show revenue forecasted this way. Non-weighted reports will show all of the revenue in each opportunity, no matter what the process or stage. So, no need to worry, you will see the view of your forecasted sales as you want to see it.

Editing an Opportunity – Mandatory fields

Only very little information is mandatory on this edit form:

  1. The name of the opportunity

  2. The auto-process number

  3. The billing process is standard or bespoke?

  4. The estimated close date

  5. The type of close – Manual or automatic (Do it yourself or close on the estimated date?)

  6. The Entry – Do you want to show this in “Committed” reports or just in normal “pipeline” reports? Or maybe you want to “omit” this opportunity from all reports (keep it to yourself)?

  7. The process you will choose to use

  8. The stage of this process the opportunity is currently at

  9. The currency you will sell in. Note this is pre-set by your company preferences but can be altered here if you sell in multiple currencies.

Editing an Opportunity – Main fields

Other boxes that are useful to tracking an opportunity are:

  1. Company name: This is auto-filled if you have upgraded from a lead, but can be selected from any company already in your CRM Contacts / Companies.

  2. Contact: Can be selected from any contact already in your CRM Contacts

  3. Status: See Opportunity status above.

  4. Process Type: Refers to BILLING process on this form

  5. Terms days : allows you to show the payment terms you are negotiating

  6. Campaigns : Track where an opportunity came from, which advertising / marketing campaign.

Saving an opportunity

Make sure to click “OK” to save. Closing without saving will show a warning box.

Adding products or services to an opportunity

Trivaeo not only allows you to show and report on REVENUE from opportunities, but also to do the same with exactly what products and Services you are offering.

  • Selecting “Products and Services” from left menu in an opportunity edit form, opens the screen above.

  • Here you can edit exactly what products and services you are offering this client and what level of discount you want to use.

  • It then calculates the price, shows all of the information and attaches to the opportunity.

  • Note: Information shown here will automatically follow you if you choose to create a quote or an order or an invoice for this opportunity

  • Note: The products and services you sell are already pre-defined in the Administration / General Admin / Products Catalogue. Your administrator needs to put in the products and services before you can select them to sell as part of any opportunity.

Opportunity – Open to View – Set actions

  • You may open an opportunity to view ALL information stored about it.

  • Click on the blue name from the list view.

  • A lot of extra information will be shown and you may also set specific next actions (‘ball in court”) type process for each opportunity.

  • Click on “Set action”

  • Or select any individual piece of information to see Orders, quotes etc etc that have been created for this Opportunity.

 

  • When setting next actions and allowing others to be delegated actions, you can use existing templates of actions (if they have already been pre-set in Administration / Collaboration Admin

  • Or you can make individual actions on the fly.