Creating a New Deal
To add a new deal:
1) Click on the +Deal button within your CRM > Deals.
2) You can create a new deal from scratch or by duplicating an existing one.
3) Next on, select the stage and the pipeline (if you have more than one) for the deal.
4) Choose the client company.
5) Give the deal a descriptive name based on the work you’ll be doing.
6) Select the subsidiary for the deal.
7) Assign the deal owner.
8) Pick the desired document template for the PDF proposals. You can adjust this later if needed.
9) Define the currency for the deal. This is the currency you'll eventually be invoicing your client in, and all financial information will be displayed in this currency.
10) Add tags (or ideally, custom fields set up earlier) to help link or identify the specific deal.
11) Don't forget to select the "Create deal" button to save the changes!
Managing a Deal
Once you've created the deal, add the services you'll be selling to the client.
This step is crucial if you want to track time or expenses and schedule your team on the deal through Resourcing.
As you progress with the client, change the deal status in the sales pipeline or move the deal to an entirely new pipeline if needed. Afterwards, mark the deal as won or mark it as lost.
You can always Edit general deal info from the deal sidebar if you wish to change the name, company, subsidiary, tag, or owner for that deal.
To modify the currency, deal dates, or purchase order number, navigate to the Edit deal details in the sidebar.
Adjusting the Deal date impacts the period for which the projected revenue and costs are reported for this deal. Please note that your team can only track time for this deal after the selected date.
The Deal probability is your internal estimate for winning this deal. Use your gut feeling here!
Note that you can set a default deal probability based on the stage your deal is in the Sales Pipeline and deal settings (available on the Ultimate plan).
Adding Deal Members
Make sure to add the right team members to the deal so they can make bookings, and track their time and expenses for the services in the deal.
Add deal members through the sharing options in the upper-right corner. You can add individual users or whole teams there!
You also have the option to watch a deal (click on the eye 👁️ icon).
This will enable you to receive notifications about the changes made in the deal; which is perfect for team leads or admins who want to be on top of the news, but do not require any editing or time-tracking options.
When you remove deal members, they will no longer receive any notifications for activity on this deal.
Scheduling on Deals
Creating a booking on deals functions much like it does for budgets. You can make Tentative or Confirmed bookings based on your plan.
The same tracking restrictions available in budgets can be applied here, and you can set scheduling restrictions on the service level using the service editor.
When you win a deal and mark it as "Won", you'll have the option to transfer the bookings made for the deal services to the new budget.
Custom Deal Stage Settings
Note that you can use multiple sales pipelines and customize the deal stages that represent the different steps in your sales process.
To do so, the account admin needs to navigate to Settings > Sales settings > Pipeline and Deal stage and customize the deal stages.
The additional deal stage options include:
Tracking Time: Enable time tracking for deals in this stage to monitor the time spent working on them.
Tracking Expenses: Enable expense tracking to record any associated costs with deals in this stage.
Creating Bookings: Allow creating bookings in Resourcing for deals within this stage.
Setting a default probability of closing the deal for each stage. This helps you forecast your sales performance.
By default, the "Lost" and "Won" stages have probabilities set to 0% and 100%, respectively. You can customize the default probability for other stages based on your historical data and experience.
Deciding on the default stage status. It can be Open, Won or Lost. This means that you can trigger winning or losing a deal once you move them to a stage in a "Won" or "Lost" status.
Logging Time for Deals
Track time on deals through the deal's Time tab or through the Time tab > My time.
Notes and Feed
Click on the Feed tab to add notes and get an overview of everything that has happened related to the deal.
If you want to add a note or discuss something with other people involved in this deal, write it into the field on top.
There you can @mention people, add links or attachments, and use text editing options like bullets, quotes, and strikethrough for better organization.
Deal members and people you mentioned will get a notification that the note was added to this deal.
To-Dos
An important part of an effective sales process is moving deals through your sales pipeline by defining the next steps.
It can be scheduling a meeting, sending a proposal, or following up on a particular status of a deal with a client.
To effectively manage that, use to-dos from the deal feed. Write down a brief description and assign the to-do to yourself or someone else. If you need to change something, simply click on the description and start typing.
Note: If a person is not a deal member, they will not be available to be a to-do assignee, so make sure you have added them to the list of deal members, and their names will then appear in the to-do assignees list.
Additional Permission Information
Only Managers, Profitability Managers, and Admins (default permission sets) can be assigned to sales to-dos.
Users with lower permission sets, such as Staff members, need to have two Deals permissions added to their custom permission set to be able to be assigned to to-dos. There are "View deals where user is a member" and "Add, edit, and delete deals".
Tip: If you want to delete a to-do entry, select the three-dot menu on the right and select Delete.
