Creating an Opportunity initiates your pipeline with a prospective or current customer.
Refer to How to Add a Record to create an Opportunity. An Opportunity is designated by stage and status. Only Open status Opportunities show in your Dashboard so it is important to designate as Open when creating a new one. You do not have to enter a value dollar amount for the Opportunity to display. You can select different stages of your Opportunity that are preset to Lead, Qualified, Quoted, Negotiation, Won or Lost. Available status are Open, Hold, Closed or Abandoned.
Assign a Company to your Opportunity when creating. The Assigned To field will default to the account user, but you can assign to another team member from the dropdown list if you have a paid account. The Expected Close Date defaults to the current date but you can Clear Date or change.
After adding a Quote, we suggest you change the stage to Quoted to reflect the stage in your pipeline.
A user can close an Opportunity (a status change) in any stage. Be sure to change the stage to Won or Lost if you close an Opportunity. As you move an Opportunity through your sales process, change the stage to the appropriate level. You will be able to track your open Opportunities from your Dashboard, from your Contacts or Companies if you associate the record or from your list of Opportunities.
An Opportunity should be associated with a Company. You can also add associated Contacts. If you choose to add a Contact, HaystackCRM will suggest the Company Contacts to add on the web interface.
If an Expected Closing Date is assigned to an Opportunity, the Opportunity will show on your Calendar in the All Day section. Tap or click through from the Calendar to get the details of the Opportunity. The Closing date will change to red text if the date has passed when viewing the list of Opportunities. Also a user will get a Past Due alert when opening the Opportunity on the iOS apps.
An Actual Close Date automatically generates if you select Closed for the status.
A Quote can only be created from an Opportunity screen. Select the Quotes tab or the pop up menu from the ellipsis to Add Quote in the mobile app.
Creating a Quote generates a Name derived from the Opportunity, quote #, revision # and a date stamp automatically. An expiration date also automatically generates to be 30 days from creation date. You will select the bill to and ship to addresses if available from the Company record.
Next select Add Item to the Quote. You must have created Items beforehand to select for your Quote. See article on How to Add an Item. Once an Item is added to a Quote, you have the option of deleting or editing an Item. This is intended to allow editing the quantity, adding a discount to a line item or change the price for that Quote.
You can Export Quote or Print Quote when complete to share with a customer. A pdf of the Quote will generate in a separate tab on the web interface. On the iOS mobile app, selecting Print Quote from the ellipsis menu will generate a pdf that can be shared by your iOS device by message, email, print, etc.
After completing adding items and addresses, click or tap Done to save the changes. Return to the Quotes tab to exit the screen of creating or editing a Quote. All Quotes created for an Opportunity will be listed on this tab. The name, value, expiration date, quote number, revision number and date stamp will display. A Quote remains associated with an Opportunity unless deleted by clicking the X on the web interface or deleting by a left swipe on iOS apps.
Displaying all associated Quotes gives the user historical data on an opportunity to refer to for future quoting. The number of Quotes existing for an Opportunity will display in parentheses after the Quote tab on the iOS apps.
On the individual listing on an Opportunity, there are tabs just like in the other main records. For Opportunity, the tabs are Overview, Details, Quotes, Events, Tasks, Notes, Files and Activity.
This screen will display the name, value, temperature, Company, Stage, Status and Assignment in the banner. Below the associated Contacts display. From here you can add or remove Contacts.
This gives you access to edit the record. You can change the name, add a description, and select the stage, status, and temperature, etc. You can change the assignment to another user by a dropdown. If you change the assignment to another user, that user will receive an email notifying them of the assignment.
See section above on Quoting.
The Task tab shows uncompleted Tasks. From here you can add a Task. A hyperlink allows you to edit the Task in another screen.
All Notes display and are a useful tool for all records. Type in a new note in box and add to record. Notes are time-stamped. You can edit a note to add or correct the information. From a mobile device, you may want to use utilize the voice commands on your keyboard.
Add a document to a record from the File tab. Follow the prompts to Import File from a mobile device, including accessing Google Drive, Dropbox or other locations.
This is a tab on desktop that shows actions on the record by a user. The same data shows on the Activity Stream is available on a iPad.