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Create and manage deals

Add the sales you are working on as deals, move each one through your pipeline stages, and close it as won or lost. At the end, every open deal has a stage, a value, an expected close date and a next step, and every closed deal records why.

Before you start

Steps

Add a deal

  1. Open CRM in the left rail, then select Deals. The screen opens on List.
  2. Click Add deal at the top right. The Add Deal form opens.
  3. In Deal Name, type a name, for example Acme ERP rollout.
  4. Pick the Account and the Contact the deal is with. Both are optional.
  5. Pick the Stage the deal is in.
  6. Enter the Amount and Currency. Currency defaults to INR.
  7. Pick an Expected Close Date and a Lead Source.
  8. In Next Step, write what happens next, for example Send the revised quote by Friday.
  9. Optional: under Products, click Add Product and fill Product, Qty, Unit Price and Disc %. The form shows the Estimated Total.
  10. Click Submit. The message Deal created appears and the deal shows in the list.

Note

When a deal has product lines, its amount is the sum of the line totals. The Amount you typed is used only when there are no lines.

The deal's probability comes from its stage. Its expected revenue is the amount multiplied by that probability.

A new deal gets a follow-up task for its owner, due in 2 days. You do not need to add it yourself.

To add a deal straight into a stage, click Board, point at an open stage's column and click Add deal at its foot.

Find deals in the list

  1. On Deals, keep List selected at the top.
  2. Click a view to narrow the list: Open, Closing this week, Overdue, Later than a month, Gone cold, No next step, Won or Lost. Click it again to show all deals.
  3. Click a deal. Its summary opens on the right, with its line items and next step.
  4. To change the next step, click the next-step box. The Next step window opens. Type in What happens next and click Save.
  5. To see everything about the deal, click Open full record.

Gone cold lists open deals nobody has updated for 7 days or more.

Move deals on the board

  1. On Deals, click Board. Each stage is a column of deal cards, with the stage's deal count and total value at the top.
  2. If you have more than 1 pipeline, pick one from the Pipeline menu.
  3. Drag a card to another stage. The deal moves and its probability changes to the new stage's.
  4. To move without dragging, right-click a card and pick a stage under Move to.
  5. To find a deal, type in Search deals. The search looks through every deal in the pipeline, not only the cards on screen.
  6. Click a card to open the deal's full record.

A column shows 20 cards at a time. Scroll down the column and the next 20 load by themselves.

When a deal moves into an open stage with nothing planned, it gets a next-step task. To rename stages or add columns, click Stages & fields on the board. See Set up stages and fields.

Priority lists deals that are Overdue or Closing Soon. Follow-ups lists follow-ups that are due.

Use the full record

The full record has the tabs Overview, Stage History, Notes & Activities, Contacts and Quotations.

  • Overview shows the amount, Probability, Expected Revenue and close dates.
  • Stage History shows every stage the deal has been in.
  • Notes & Activities lets you type in Add a note… and click Add Note, or type in Add a follow-up task… and click Add Task.

Close a deal as won or lost

  1. Open the deal's full record.
  2. To close it as won, click Mark Won at the top. The deal moves to the pipeline's won stage at 100%.
  3. To close it as lost, click Mark Lost. The Mark "…" as Lost window opens.
  4. Pick a Loss Reason: Price, Lost to a competitor, No budget, No decision made, Timing or Other.
  5. Optional: add Notes, then click Mark Lost. The deal moves to the lost stage at 0%.

On the board, dragging a card into the Lost column asks for the same reason.

A won deal turns its account from Prospect into Customer, and its contact into a customer.

Deals that come from Leads

Deals follow your leads.

  • In on a lead opens one deal in your default pipeline and its first open stage. Its value is 0 until you set one.
  • Mark converted moves it to the won stage. The window asks for an optional Deal value (optional).
  • Lost: not interested moves it to the lost stage. The window asks for a reason: Price, Chose a competitor, No budget, No decision, Bad timing or Other.
  • A person added in Contacts gets no deal until you mark them converted. Then a won deal is created.

You do not need to close these deals by hand. See What happens to the deal.

Loss reason is required

A deal cannot be closed as lost without a loss reason. Ohanvi uses it to show where deals die on the Dashboard.

Video walkthrough

[VIDEO]

Troubleshooting

Issue Cause Fix
Deal name is required. Deal Name is empty. Type a name and submit again.
Loss reason is required when a deal is lost. You moved a deal to a lost stage without a reason. Pick a Loss Reason in the window that opens.
No LOST stage configured for this deal's pipeline The pipeline has no stage with the LOST category (or no WON stage for a win). Add one. See Set up pipelines, lead sources and products.
No pipeline configured on Deal Board No pipeline exists yet. Create one, or add a deal and let Ohanvi create the default pipeline.
A card does not move when you drag it on a phone or tablet On touch screens the drag starts only after a short press. Press and hold the card for a moment, then drag. Or right-click it and use Move to.
A column shows fewer cards than its count A column loads 20 cards at a time. Scroll down the column. The next cards load as you reach the end.
Probability must be between 0 and 100. A probability outside 0–100 was entered. Enter a number from 0 to 100.